Privacy statement
Privacy statement TOPIC Embedded Systems
General
This statement applies to all TOPIC companies that partly act under the name TOPIC Embedded Systems and their affiliated companies. These companies belong to TOPIC Ventures B.V., which acts as the data controller for all group companies, hereinafter referred to as TOPIC. In the course of its business operations and the execution of client assignments, TOPIC obtains information, including personal data. TOPIC will only store and process personal data in accordance with this declaration and the relevant legislation, including the GDPR.
TOPIC is committed to respecting privacy and treating personal data with the utmost confidentiality.
Why do we store and process personal data?
Topic will use the personal data for:
- The delivery of products and services;
- Maintaining (potential) business relationships;
- Maintaining relationships with (potential) employees.
Data is only collected when there is a legal basis for doing so. The data can only be accessed by employees authorised to do so by virtue of their role. They are bound by a duty of confidentiality with respect to all other parties.
Protection of personal data
TOPIC undergoes annual information security audits in accordance with ISO 27001 and NEN 7510. As part of these certifications, TOPIC has implemented appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or destruction. Technical measures include encryption of personal data in transit and at rest, multi-factor authentication for access to systems containing personal data, and role-based access controls ensuring data is only accessible to authorised personnel. Organisational measures include a formal information security policy reviewed annually, a documented data breach response procedure, mandatory confidentiality agreements for all employees and contractors, and regular third-party supplier assessments to ensure compliance with security requirements.
This concerns the following personal data:
If necessary, TOPIC records details of clients, prospects, (ex)employees, graduates, applicants, suppliers, website visitors and third parties (hereinafter referred to as data subjects). The information we collect includes (if necessary): name and address details, date of birth, and where required by law, the citizen service number (BSN).
Grounds on which we process personal data
We process personal data because:
- The processing is necessary for the execution of an agreement with the data subject, for example with clients and employees;
- The data is processed on the basis of a legal obligation, such as tax or employment law requirements;
- The data subject has given express consent to the processing of their data. Such consent is always informed, specific and freely given, and may be withdrawn at any time.
- TOPIC has a legitimate interest in processing this data. Examples include:
- Direct marketing and market research
- Protection of TOPIC property
- Workplace safety
- Monitoring of IT systems
When processing on the basis of legitimate interest, TOPIC has weighed the interests of the organisation against those of the data subject. The data subject always has the right to object to this assessment and to indicate to TOPIC, with reasons, that the data subject’s interests should take precedence and that the processing of this personal data must cease. The TOPIC Privacy Officer will then conduct a new assessment.
Exchange of personal data
TOPIC can forward personal data to its operating companies. In addition, personal data can be provided to clients of TOPIC within the framework of the execution of its business operations. TOPIC does not sell personal data to third parties. If personal data is provided to third parties, TOPIC will make every effort to ensure that these third parties adhere to the privacy legislation (by virtue of a processor’s agreement). The data is always stored within the EU or in an geographical area with the same protection level.
Your rights
Once we have stored or processed your personal data, you have the following rights:
Each data subject has the right to inspect, correct, supplement, delete and limit their data, as well as the right to portability, to be forgotten and the right of objection with regard to the processing of their personal data. If the processing of your data is based on consent, you can withdraw it at any time. Where personal data is processed for direct marketing purposes, you have the absolute right to object at any time, after which TOPIC will immediately cease such processing.
Do you want to invoke one of your rights? Please contact us by e-mail at privacy@topic.nl. To ensure that the request is made by you, we might carry out an identity check.
You will receive a reply within one month of your request. In complex cases, this period may be extended by a further two months, of which you will be informed.
Automated decision-making
TOPIC does not engage in automated decision-making or profiling within the meaning of Article 22 of the GDPR.
Complaints
If TOPIC has not adequately addressed your request, you always have the right to file a complaint with the Dutch Data Protection Authority if you are of the opinion that TOPIC does not comply with the General Data Protection Regulation. You can also file a complaint or incident with our Privacy Officer using the following e-mail address: privacy@topic.nl. We hope that it does not come to that and will always try to fulfil our obligations before that time.
Retention period
We apply different retention periods depending on the type of processing activity. To determine the applicable period, we first look at legal requirements and then at the necessity of retaining the data. We apply the principle of data minimisation, which means we will not retain your data for longer than strictly necessary. Specific retention periods per category of data and processing activity are set out in TOPIC’s internal processing register named Register of Processing (ROP). For information on the applicable retention period for a specific category of data, please contact the Privacy Officer at privacy@topic.nl.
Website privacy policy & Cookies
When visiting our websites and making use of our online services, we request your consent to collect personal data. The personal data that we receive via these websites is processed in accordance with this privacy statement.
Google Analytics
This website uses Google Analytics, a web analysis service provided by Google LLC. Google Analytics uses cookies to help the website analyse how visitors use the site. The legal basis for this processing is your consent. The information generated by the cookie about your use of this website may be transferred to Google servers. Where this involves a transfer outside the European Economic Area, TOPIC relies on Standard Contractual Clauses as the applicable transfer mechanism. Google uses this information to compile reports on website activity and to provide other services relating to website and internet use. You can withdraw your consent at any time via the cookie settings on our website.
Why do we use cookies?
- To improve website performance.
- To make using the website easier.
- To measure whether visitors can easily find the desired information on our website.
Which cookies are likely to be used by us on this website?
Permanent cookies
By using permanent cookies, we ensure that you do not have to perform certain actions again. We recognise the preferences you specified on previous visits to our website. This saves time and makes the website friendlier to use. Permanent cookies can be removed under settings in your browser. Legal basis: legitimate interest (functional necessity).
Session cookies
Session cookies are used during your visit and are automatically deleted when you close the browser. We remember which parts you view during a visit and we tailor our services accordingly. Legal basis: legitimate interest (functional necessity).
Google Analytics cookies
Cookies are placed on our website by Google as part of the Google Analytics service. We use this service to track visitor behaviour and to generate reports on how visitors use our website. The information we obtain enables us to improve the website. This service processes personal data, including your IP address and behavioural data about your use of the website. Legal basis: consent.
Social media cookies
Our website contains buttons you can use to promote our messages or web pages on social media, e.g. to share or like content via social media platforms. These buttons work with small pieces of code which originate from the social media platforms themselves. Cookies are installed through this code. TOPIC is a joint controller for the moment personal data is collected when these buttons load on the page. For any further processing by the social media platforms themselves, those platforms are solely responsible. The social media platforms, in their respective privacy statements, explain what they do with your data. Legal basis: consent.
Our internet pages contain links to other websites. TOPIC is not responsible for the privacy policy of websites that do not come under the management of TOPIC.
Changes
TOPIC may change or supplement this Privacy Statement. We will always post the most recent version of the Privacy Statement on our website and communicate internally.
Contact
If you have any questions or information about this Privacy Statement, feel free to contact us by e-mail. If you do so, please quote “Privacy Statement” in the subject line.
TOPIC Ventures B.V. (and its affiliated operating companies)
Materiaalweg 4
5681 RJ BEST
The Netherlands
privacy@topic.nl
