Data Protection Policy
Atlas International Movers respects the privacy of our customers and is committed to its protection. We need to keep certain information on our employees to carry out our daily operations, to meet our objectives and to comply with legal obligations. The organization is committed to ensuring any personal data will be dealt with in line with the EU directive: General Data Protection Regulation of 2018 (GDPR) or in Dutch the AVG.
To comply with the law, personal information will be collected and used fairly, stored safely and not disclosed to any other person unlawfully. The aim of this policy is to ensure that everyone handling personal data is fully aware of the requirements and acts in accordance with data protection procedures.
The Data Protection Policy addresses the following ten principles.
We, the management of Atlas International Movers, will ensure that:
Everyone managing and handling personal information is trained to do so;
Anyone wanting to make enquiries about handling personal information, whether a member of staff, volunteer or service user, knows what to do;
Any disclosure of personal data will be in line with our procedures;
Queries about handling personal information will be dealt with swiftly and politely.
To meet our responsibilities staff will:
– Ensure any personal data is collected in a fair and lawful way;
– Review the length of time information is held;
– Ensure it is kept safely;
– Ensure the rights people have in relation to their personal data can be exercised
Training and awareness about this Data Protection Policy and how it is followed in this organization will be in the form of a General training / Awareness raising once a year.
Atlas International Movers provides notice about the policies and procedures in all contract agreements, individual quotations and email signatures. The policies and procedures are also available on our website: www.atlas-movers.com.
3. Choice and consent
By engaging Atlas International Movers for your international relocation, you give your explicit consent with respect to the obtaining, using, holding, amending, disclosing, destroying and deleting of data as described in this notice. Explicit consent here means you were clearly presented with an option to agree or disagree with the collection, use, or disclosure of personal information.
Before personal information is collected, we will consider what details are necessary for your relocation purposes and how long we likely need this information. We will inform people whose information is gathered about and why the information is being gathered. We will also send out reminders to customers asking them to check their details to keep our information up to date. Personal sensitive information will not be used apart from the exact purpose for which permission was given.
We collect information when our shippers request our services. Our shippers may submit documents with personal data by email or mail. We collect our shipper’s full name, contact numbers, email addresses and residential addresses in order to be able to perform the agreed services.
For international shipments we do collect copies of passports, customs forms, registration documents, work contracts and rental or purchase contracts as well to facilitate the customs clearance. In order to arrange insurance we will keep personal insurance documentation with the value of the household goods and personal effects on file.
5. Use, retention, and disposal
We will limit the use of our shipper’s personal information only to enable to provide our services. We only retain personal data as long as it is necessary to fulfil the purpose for which the data is to be used. We can divide 2 types of information gathered: 1) Personal information like names, residency addresses, contact details, quotes, contracts, invoices and email correspondence. Atlas International Movers retains this information within the removal files for 7 years for accountancy purposes. After this period, personal information in our ERP system is anonymized. 2) Specific documents provided in order to arrange the customs clearance (e.g. passport, visa, customs forms, resident certificates, work contracts, rental or purchase contracts, etc). These documents we won’t need to keep on file once the shipment has been cleared by customs. These specific documents will be disposed within 1 year after the delivery.
Information obtained when visiting our website will only be used to analyze visiting patterns. Our goal is to improve our website and serve our clients better.
We will limit access to our shipper’s personal data only to our properly trained and authorized employees. In case a shipper wishes to add or adjust the personal data, the shipper can personally contact (e-mail or phone) his/her move coordinator. The personal move coordinator will review the data and adjust our system accordingly.
Anyone whose personal information we process has the right to know what information we hold and process on them, how to gain access to this information, how to keep it up to date and what we are doing to comply with the law. They also have the right to prevent processing of their personal data in some circumstances and the right to correct, rectify, block or erase information regarded as wrong.
Individuals have a right under the law to access certain personal data being kept about them on computer and certain files. Any person wishing to exercise this right should apply in writing to our Quality Manager at following details:
Atlas International Movers
Attn: Ciska Pieterse
1435 CJ Rijsenhout
The following information will be required before access is granted: file number and passport.
If clients feel their data is incorrectly used by Atlas International Movers you have the option to complain to the following Dutch Authority:
P.O Box 93374
NL-2509 AJ The Hague
7. Disclosure to third parties
Personal information will only be shared with those parties or authorities involved in effecting your relocation. Such third parties may include governmental authorities, customs brokers, origin or destination agents and insurance agents. When we do disclose any of our shipper’s personal information to third parties, we do so under a duty of confidentiality.
We do keep a list of approved providers we do work with and share personal data with in order to perform the required services.
We confirm Atlas International Movers will never and under no circumstance sell or trade personal information with third parties. Information will only be used in order to perform therelocation services as agreed in the contract.
8. Security for privacy
The organization will take steps to ensure that digital personal data is kept secure at all times against unauthorized or unlawful loss or disclosure.
The following measures for digital data will be taken:
– After 3 login attempt the entrance will be blocked
– Renewing password every 3 months
– It is stored in a cloud based bunker
For data on paper:
– Using lockable cupboards (restricted access to keys)
– Burglar alarm
– Camera detection
– Archive management in our own warehouse
In case a data breach might happen, Atlas International Movers will do its utmost to determine the cause of the data breach in order to solve the issue. The data breach will be reported within 72 hours to the Dutch DPA / Autoriteit Persoonsgegevens and involved clients as well.
We maintain accurate, complete and relevant personal information as reasonable possible and only for the purposes identified in this notice. We retrieve your personal data from emails you shared with us, your employer and/or relocation company and from documents you shared with Atlas International Movers. Please note that we have shared responsibility with regardsto the accuracy of your personal information. If the collected personal data is incorrect or outdated please contact us.
10. Monitoring and enforcement
This policy will be reviewed at the beginning of every year to ensure it remains up to date and compliant with the law. All employees and staff who process personal information must ensure they not only understand but also act in line with this policy and the data protection principles. If you believe that your personal information is not handled in accordance with the applicable law or our data privacy policies, you may contact Atlas International Movers Quality Manager.
Definitions of Terms
Processing: Is obtaining, using, holding, amending, disclosing, destroying and deleting personal data. This includes some paper based personal data as well as that kept on computer. The organization will seek to abide by this code in relation to all the personal data it processes, i.e.
Quality Manager: Is responsible for understanding and communicating obligations under the Act, identifying potential problem areas or risks, producing clear and effective procedures, annually renewing and notifying of any relevant interim changes.
Explicit consent: Is the freely given, specific and informed agreement by a relocating individual in the processing of personal information about her/him. Explicit consent is needed for processing sensitive data of our customers.