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Last updated: September 10, 2024
The website VIPSPMS.com is owned and operated by Freetime Hospitality B.V., located at Nevelgaarde 20K, Nieuwegein, Chamber of Commerce number 28048288 (hereinafter referred to as: VIPSPMS, we, and/or us). VIPSPMS is responsible for processing your personal data, for example, when you visit our website, apply for a job, request information, or contact us in any other way. This privacy and cookie policy explains what personal data we process about you and how we use it.
Your privacy is very important to us. Therefore, we adhere to the General Data Protection Regulation (GDPR). This means that we:
If you have any questions after reading this statement or want to know exactly what information we have about you, please contact us at privacy@VIPSPMS.com. Further contact details can be found at the end of this privacy and cookie policy.
This statement outlines the legal grounds for data processing:
Consent (Article 6, Section 1, Subsection a, GDPR) – You have provided consent for the processing of your personal data for one or more specific purposes.
Performance of a Contract and Pre-contractual Requests (Article 6, Section 1, Subsection b, GDPR) – Processing is necessary to perform a contract with you or to take steps prior to entering into a contract at your request.
Compliance with Legal Obligations (Article 6, Section 1, Subsection c, GDPR) – Processing is necessary to comply with legal obligations, such as tax-related requirements.
Legitimate Interests (Article 6, Section 1, Subsection f, GDPR) – Processing is necessary for the legitimate interests of the data controller or a third party unless overridden by your interests or fundamental rights.
Purposes for Processing Personal Data – We process different types of personal data for various purposes, as outlined below:
If you contact us via email, the contact form on our website, telephone, or any other means, we process:
We store these details to respond to your inquiry, verify the information, analyze service quality, and for training purposes. This data is retained for up to six months after the last contact. If longer retention is necessary for other purposes, we will anonymize or delete the data once those purposes are fulfilled.
Legal Basis: Legitimate interest (service improvement, complaint handling, staff training) and contract performance.
To provide our products and services, we process the following personal data:
We retain this information for as long as necessary to perform the agreement. Some data may be kept longer if we are legally obliged to do so (for example, due to the 7-year tax retention obligation).
Legal basis for processing: performance of the agreement and compliance with legal obligations.
If you’ve signed up for our newsletter, we’ll keep you updated on news and developments in the hospitality sector. You’ll also receive commercial emails with updates on VIPSPMS products, services, and offers—and gain access to exclusive web content.
To do so, we process the following personal data:
We use this data based on your consent. You can unsubscribe at any time—every newsletter or commercial email includes an unsubscribe link. Once you unsubscribe, we’ll retain your data on our blocklist to ensure you no longer receive emails from us.
If you sign up via the website, we use a double opt-in procedure. That means you’ll receive an email asking you to confirm your subscription. This confirmation step helps prevent misuse. We log each registration to prove the process complies with legal requirements. This includes storing the time of registration and confirmation, as well as the IP address. Any changes to your stored data are also logged by the email service provider.
When you receive emails from VIPSPMS, we may use a technique (pixel) to perform analytics. This helps us improve our service and make communication more relevant. The analysis includes whether newsletters are opened, when they are opened, and which links are clicked. For technical reasons, this information can be linked to individual newsletter recipients. However, it is not our intention—nor that of our email service provider—to monitor individual users.
Legal basis for processing: legitimate interest (delivering quality service, proof of consent) and consent (you choose whether to receive the newsletter).
When you apply for a job or submit an open application, we process:
Your application data is stored for up to six weeks after the position is filled. With your consent, we may retain the data for up to one year for future opportunities. You can withdraw this consent at any time. If hired, your application data will be added to your personnel file and retained for up to two years after employment ends.
A social media and internet search may be conducted as part of the application process. This ensures our reputation is maintained when hiring new employees. This search is conducted on public profiles and results are discussed with you.
Legal Basis: Contract preparation, legitimate interest (recruitment), and consent.
VIPS PMS shares your data with third parties only when legally permitted. This includes:
We may also share data within our group of companies for administrative purposes, legitimate business interests, or contractual obligations.
We use cookies from ourselves and third parties on our website. Cookies are small files stored on or read from your device when you visit a website. Read more in our Cookie Policy.
You have the following rights under the GDPR:
Access: View the personal data we process about you.
Correction: Correct or supplement your personal data.
Objection: Object to data processing based on legitimate interest or for direct marketing.
Deletion: Request deletion of your personal data.
Withdraw Consent: Revoke consent for data processing.
Data Portability: Receive your data in a structured, machine-readable format or request its transfer.
Restrict Processing: Request temporary or permanent limitation of data processing.
Requests should include specific details about the right you wish to exercise. We aim to respond within 30 days but may extend this period if the request is complex.
To exercise your rights, contact us at privacy@vipspms.com.
If our services change, we may update this policy. Check the date at the top and review periodically for new versions.
For questions or complaints about data use, email privacy@vipspms.com. If unsatisfied, you can file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).
Nevelgaarde 20K
3436 ZZ Nieuwegein
+31 088 130 44
