JDE associate privacy statement

 

Dear associate,

 

JDE is committed to respecting and safeguarding your privacy and the security of your personal information in compliance with applicable laws and General Data Protection Regulation.

 

As you know, JDE is a group of companies that includes several different legal entities. We always attempt to centralize and standardize the processing of personal data and to carry it out with the same systems among the whole group.

 

In general, the JDE company with which you have entered into your employment contract is responsible for processing your data in accordance with data protection law (“data controller”). As long as processing activities are performed centrally, also the parent company Koninklijke Douwe Egberts B.V. is responsible for this data processing.

 

We would like to provide you with information about the processing of your personal data via our central systems in the following: As JDE-associate, HR has access to some of your personal data. HR needs access to this data to be able to perform administrative tasks, help you develop and make decisions for the organisation. As employer we are obliged to record employee files from the moment you are hired and capture any employment changes during your lifecycle in JDE (e.g. promotions, contract updates, salary changes, location updates etc). This associate core related data is stored in SAP SuccessFactors and you will have access to your own data. To be able to support you, your manager, the HR BP and HR administrators of your department have access to your personal & salary data. The C&B administrator has access to your salary data only as they need to process any merit & off-cycle salary changes in the system. SAP SuccessFactors is provided by our supplier SAP Nederland B.V.

 

The legal basis for processing your data is Art. 6 (1) b) GDPR / Art. 88 GDPR in connection with national legislation (depending on your location).

 

Your data will be stored in the system as long as you work for us. The data will be deleted after the expiry of legal retention obligations. These may vary from country to country.

 

As you know, JDE holds annual Performance and Talent Reviews. Performance Reviews are about your performance over the past year and apply for all JDE-associates. Talent Reviews are done for JDE band A-F or more if locally decided and are meant to enable continuous improvement for the organisation and to identify top talents or support associates with performance issues.

To support the process of Performance and Talent Review, some HR-associates have access to your Performance and Talent rating. This allows us to help you in your JDE-career, process your merit increase and to support managers in making the right decisions for their team in terms of promotion, succession and workforce planning. These ratings are collected annually and are discusses in Management Teams with the support of HR. In the current process, this talent data is collected in Excel and PowerPoint files and shared with a limited amount of relevant managers and HR professionals to ensure confidentiality. In the future theses rating will be saved in Cornerstone so we can more closely monitor and manage access to this data and maintain higher quality standards.

Cornerstone is provided by our supplier Cornerstone OnDemand Services India Private Limited. The legal basis for processing your data is Art. 6 (1) b) GDPR / Art. 88 GDPR in connection with national legislation.

Your data will be stored in the system as long as you work for us. The data will be deleted after the expiry of legal retention obligations. These may vary from country to country.

 

Because JDE wants to continuously improve its HR-processes and strategies we are using Crunchr to perform analysis on employee data. By looking at trends and KPI’s we can learn what works for the organisation and what doesn’t and make strategic decisions based on this knowledge. Because we measure the potential of our workforce with the Talent Review data this is an essential element for our analyses. In this way we are using the data to help us learn how we can support you better and how to improve our organisation and HR processes. Examples of the analysis is how we can better find the right people for the right role and for which departments the onboarding process was lacking. Crunchr is only available to a limited number of HR-associates and access is closely monitored by the Global HR Technology team. Additional access is only granted with the specific approval of your local HR Director. The legal basis for processing your data is Art. 6 (1) f) GDPR and our legitimate interest in managing our workforce efficiently.

Since CruncHR obtains the data via interfaces from other systems, the storage of the data depends on the settings of these systems.

When you applied for a job in JDE, the vacancy was managed by our Talent Acquisition department who make use of SmartRecruiters Talent Acquisition Suite  (Smart Recruiters) to support the recruitment process. SmartRecruiters is our platform which is used for applying and managing internal & external vacancies in JDE. You as an associate can view all internal jobs available across the globe and apply for it via this system. Only basic information is used (Name, Email & Department) to identify you as a user. The data of the candidates is stored for between 6 and 12 months, depending on the country. 

When applying, only the manager, recruiter and HR BP of the department has access to your CV details. The legal basis for processing your data is Art. 6 (1) b) GDPR / Art. 88 GDPR in connection with national legislation  and serves the establishment of an employment relationship and later on managing our workforce efficiently. The supplier of the system is SmartRecruiters Inc.

 

Within JDE our official platform for internal news, collaboration and announcements is Workplace by Facebook (Workplace). The use of Workplace is voluntary for you, but all associates who work digitally with a @jdecoffee.com email-address receive an invitation for this, which can be used to create a profile if you wish to do so. As a user you, always have access to your data and can correct, delete & request this yourself. The legal basis for processing your data is Art. 6 (1) a) GDPR (your consent when you create your account) and Art. 6 (1) f) GDPR (our legitimate interest to offer an efficient communication platform).

The system is provided by Facebook Ireland Limited.

 

In case you need to work digitally; you receive a JDE laptop/desktop on which we use several Microsoft Online Services, including standard office applications like Word or Excel but also functionalities like “Skype for Business (for online meetings, chats & calls)”, “Online Status Display (you can tell your colleagues whether you have appointments, are on the phone or if you are available.)”, “One Drive for Business (to store and share files on a cloud drive)”, “Sharepoint (to create, store & collaborate on shared documents for a specific group)”, and “Delve (for personalized information collection from Office 365 content stored on OneDrive for Business or SharePoint. You can see content that is released for you in your personal Delve Portal. you can configure your own settings and deactivate the visibility of your documents)”. The aforementioned The duration of data storage in Office365 Applications depends on HR masterdata in Successfactors. The legal basis for processing your data is Art. 6 (1) b) GDPR. The mentioned Online Services are supplied by Microsoft Ireland Operations Limited.

As part of your role you might go on business travel. To have a simplified and short procedure for business trips and reimbursements we make use of SAP Concur, provided by Concur Holdings Netherlands B.V. This system processes all the data required for the purpose of the travel expense accounting. Your associate data in this tool comes from Successfactors via SAP. We only send basic information like Name, Email & Department. Your manager needs to approve any requested expense. The storage of data in the system complies with tax regulations. As a rule, a deletion takes place 10 years after all costs of a trip have been paid. The legal basis for processing your data is Art. 6 (1) b) GDPR.

In order to look at your data all HR-associates have signed confidentiality agreements and are bound by national and international Data Protection laws. In addition audit reports are frequently run to see whether the right people have access to this data. Our JDE HR systems are cloud based, which means that this data is saved in different datacenters remotely hosted in Europe or by our vendors and suppliers. Vendors of the specific systems have signed data processing agreements to be able to provide operational support, like monitoring, Backup & Restore, release & deployment for our systems containing personal data.

 

JDE will act with care with your personal data. Our global guidelines after employee retention and the deletion of data is 7 years after an associate has left the company. Depending on the country regulations we are obliged to purge the data earlier (between 1 year and 7 years). The exact storage periods for your country and for the various applications used can be asked for at your HR department.

 

In summary, JDE will only use the information provided by you in order to manage  (i) hr administration & the execution/payment of the (local) payroll, as well as any economic compensation accrued for your professional activity in JDE, (ii) the payment of reimbursable expenses such as the allowances for travel, stay or maintenance, (iii) the participation of the Associate in any process of professional development and performance monitoring, (iv) organizational reporting. JDE is only permitted to process your data if there is a legal basis to do so, a legal basis for progressing your data will arise if one of the following conditions apply:

  • You have provided your consent to the processing, when required according to applicable data protection laws;
  • The processing is necessary for the facilitation of the performance of our contractual obligations arising from your employment contract;
  • In compliance with applicable legal applicable obligations;
  • The processing is necessary for the purposes of the legitimate interests pursued by us or by a third party, except where your interests or fundamental rights and freedoms which require protection of personal data override such interests;
  • The processing is necessary for the protection of vital interests of any natural person.

As an associate in JDE you have certain rights when it relates to the processing of your personal data. These rights include the right to request:

  • Access, modification or deletion of your personal information (unless we are legally required to retain the information).
  • Restriction of or objection to the processing activity of your information.
  • A copy of your personal information in a structured, commonly used and machine-readable format.

You may exercise these rights by contacting us in writing. All questions or requests regarding personal data should be sent to your HR department or if not available to Privacy@JDEcoffee.com. Upon receiving your request or questions, you will be asked to verify your identity and specify which kind of information you require. We aim to ensure that your request will be addressed within one month and free of charge unless a disproportionate effort is required. 

If you believe that the processing of your data is in conflict with the data protection legislation, you also have the right to contact your local data protection authority.

 

For more information on the use of your personal data please visit this link.