Privacy Policy

1. Who is responsible for your personal data?

Samen Groeien B.V. is responsible for the processing of personal data within its services.

The address will be added as soon as the definitive location of Samen Groeien is known.

2. Which personal data do we process?

Which data we process depends on the way you are in contact with us and on the support that is provided.

Among other things, we may process the following personal data:

• name and contact details of parents/carers;
• name, age and date of birth of the child;
• place of residence and municipality;
• contact details of referrers and other involved professionals;
• data about the child's support needs and development;
• information required for the support plan;
• observations, development goals, evaluations and reports;
• relevant health data, allergies, medication and medical particulars;
• data about a care allocation (beschikking) or personal budget;
• data required for transport and reachability in emergency situations;
• correspondence and agreements with parents/carers;
• photos and other data used for personal feedback to parents;
• other data that is necessary in order to provide safe and appropriate support.

Health data are special categories of personal data and are only processed when there is a valid legal basis for this and it is necessary for the support or safety of the child.

3. Data via the contact and registration form

Through the public contact and registration form, we deliberately do not ask for medical, diagnostic or other sensitive information about your child.

Through these forms, we may process, among other things:

• your name;
• organisation, if you are a referrer or professional;
• email address;
• phone number;
• the child's first name;
• the child's age;
• place of residence or municipality;
• your question or brief explanation.

We ask you not to share any medical or diagnostic information through the public form. We discuss relevant information about this during the introductory meeting.

4. Why do we process personal data?

We process personal data, among other things, to:

• contact you following a question or registration;
• schedule an introductory meeting;
• assess whether Samen Groeien can provide appropriate support;
• organise safe and responsible support;
• draw up and carry out an individual support plan;
• monitor and evaluate the child's development;
• provide feedback to parents/carers;
• coordinate support with involved professionals;
• organise transport safely;
• comply with administrative obligations relating to the personal budget (PGB), the municipality and the SVB;
• comply with legal obligations;
• safeguard the quality and safety of our services.

Depending on the processing, the legal basis may consist, among other things, of the performance of a contract, steps prior to a contract, a legal obligation, a legitimate interest or consent where consent is legally required.

5. The child's file

When the support starts, Samen Groeien keeps a file to the extent that this is necessary for good youth care.

The file may contain, among other things, the support plan, development goals, relevant observations, evaluations, reports and other necessary data about the support.

The Dutch Youth Act (Jeugdwet) requires a youth care provider to set up a file and to include in it only data that is necessary for good care provision.

6. How long do we retain personal data?

We do not retain personal data for longer than necessary or legally required.

When a registration does not lead to support, we retain the data from the contact or registration process in principle for a maximum of six months after the last contact, unless there is a reason to delete it sooner or to retain it for longer.

When support is started, a statutory retention period of twenty years from the last change to the file applies in principle to the youth care file, or longer where this reasonably follows from good youth care provision. For other data, such as financial administration, different statutory retention periods may apply.

7. With whom may we share personal data?

Samen Groeien never sells personal data.

We only share personal data when this is necessary and lawful.

Depending on the situation, data may for example be shared with:

• parents/carers and legal representatives;
• staff who are directly involved in the support;
• involved referrers and other professionals, to the extent that this is necessary and permitted;
• the municipality;
• the Social Insurance Bank (Sociale Verzekeringsbank, SVB);
• suppliers who process personal data on behalf of Samen Groeien, such as hosting, email or software systems;
• bodies with which we are required or permitted by law to share data.

With external parties who process personal data solely on our instructions, we make appropriate arrangements regarding privacy and security. The GDPR requires appropriate technical and organisational security and appropriate arrangements with processors.

8. Photos, video and daily feedback

During the support, Samen Groeien may send photos and short updates to parents/carers to keep them personally informed about their child's day.

This communication is intended solely for the parent(s) or carer(s) concerned.

For public use of recognisable photos or videos, for example on the website, social media or promotional material, separate consent is requested where consent is required for this.

Consent for public use of images is separate from the support.

9. WhatsApp and other communication channels

When WhatsApp or another communication channel is used for daily feedback, we do this carefully and limit the shared information to what is necessary for communication with the parent/carer concerned.

Sensitive documents or extensive files are not shared through a public website form and are, where necessary, exchanged in a manner appropriate for this.

10. Security of personal data

Samen Groeien takes appropriate technical and organisational measures to protect personal data against loss, unauthorised access, alteration or unlawful use.

This may include, among other things:

• secured systems and connections;
• limited access to files and personal data;
• access only for staff who need the data for their work;
• careful handling of passwords and devices;
• appropriate arrangements with external suppliers;
• internal procedures for privacy and information security.

Which security measures are appropriate depends on the risks and the nature of the data. The GDPR requires appropriate technical and organisational measures.

11. Data breaches

When a data breach occurs, Samen Groeien acts in accordance with the applicable privacy rules.

Data breaches are registered internally and, where legally required, reported to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) and/or to the individuals concerned. The Dutch Data Protection Authority requires organisations to register all data breaches internally; certain data breaches must be reported to the authority within 72 hours.

12. Cookies

The website of Samen Groeien uses only functional cookies and other techniques that are necessary for the proper functioning of the website, as long as this is actually the case technically.

For strictly necessary functional cookies, no consent via a cookie banner is required. For tracking cookies or other non-essential tracking techniques, prior consent is required.

13. Your privacy rights

Depending on the situation, you have, among other things, the right to:

• access personal data;
• have inaccurate personal data corrected;
• have data deleted in certain cases;
• have the processing restricted;
• object to certain processing;
• have data transferred where the right to data portability applies;
• withdraw consent given where a processing is based on consent.

You can send a request to: info@wijgroeiensamen.nl

We may ask you to confirm your identity before we carry out a request.

In principle, we respond to a privacy request within one month. In exceptionally complex cases, the term may be extended, but you must be informed of this within the first month. For data from the youth care file, the specific rules of the Dutch Youth Act (Jeugdwet) also apply, including rules on access, copies and destruction.

14. Complaint about privacy

Do you have questions or are you not satisfied with the way in which Samen Groeien handles your personal data? Please feel free to contact us first via: info@wijgroeiensamen.nl

You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

15. Changes to this privacy policy

Samen Groeien may amend this privacy policy when our services, systems or laws and regulations change.

The most up-to-date version is always available on this page.