Privacy statement

Responsible for the processing of personal data

ROM InWest is a BV, registered with the Chamber of Commerce under number 84148527 and is located at Koepelplein 1E (2031 WL) in Haarlem. We can be reached via info@rominwest.nl or by telephone on 085 0401400.

Processing of personal data

If you use the services of ROM InWest, we collect a number of personal data from you. Personal data are all data that relate to you as an identified or identifiable natural person. We obtain this data because you use our website (you accept cookies) and/or because you purchase a service with/via us (you register for an event) or if you communicate with us in another way (by telephone or by e-mail).

We only process personal data that you have provided to us yourself: we do not obtain personal data from third parties.

For information about cookies, a separate page is available cookie statement available.

For what purpose does ROM InWest process personal data?

• Sending our newsletter, if you have indicated that you wish to receive it;
• Sending invitations to meetings or events that we expect to be of interest to you, organised by ROM InWest or in which ROM InWest is involved;
• To inform you in the future about current and possibly interesting activities in which ROM InWest is involved;
• To improve personalized mailings and invitations, based on your preferences and areas of interest, in line with the ROM InWest agenda;
• To better align the programming of our events and services;
• To test the feasibility of your business case and advise you on this;
• To put you in touch with financial service providers and/or to participate in financing yourself;
• To comply with our legal obligations;
• To be able to follow the correct procedure when recruiting and selecting new employees.

What personal data does ROM InWest process from you?

We process the following categories of personal data, depending on the purpose:

General communication via the website, such as the contact form and the quick scan:

• Contact and name and address details, such as name, (email) address, telephone number;
• Other personal data provided by you, for example if you ask questions by telephone or e-mail.

Register for an event:

• Contact and name and address details, such as name, (email) address, telephone number;
• Photos during an event or meeting. It is possible that ROM InWest publishes these photos in a newsletter or other expression. ROM InWest will also announce this at the time of the event and ask you if you object to this. If possible, a possible objection will be anticipated immediately by not showing you or not showing you recognizably.

Applying for financing at ROM InWest:

• Contact and name and address details, such as name, (email) address, telephone number;

Applying for a position at ROM InWest:

• Contact and name and address details, such as name, (email) address, telephone number;
• CVs, references, motivations, competencies and assessments.

On what basis does ROM InWest process your personal data?

According to the GDPR, processing personal data is only permitted if there is a legal basis for it. In our case, we do this on the basis of the following principles:

• Based on your consent, such as sending the newsletter, sending invitations or to answer a question, complaint or other communication;
• Because this is necessary for the performance of an agreement to which you are a party;
• Because this is necessary for the promotion of the legitimate interests of ROM InWest. This consists of the concrete interest of ROM InWest to be able to handle questions, complaints or other communication at your request, the practical interest of ROM InWest to be able to organize an event, the interest of ROM InWest to share data in the network or the interest of ROM InWest to be able to perform and optimize our services;
• Because ROM InWest has a legal obligation to comply with.

If personal data is processed on the basis of consent, you can withdraw this consent at any time.

Retention periods

ROM InWest will store your personal data securely for as long as it is necessary for the purpose for which we need it, or for as long as this is prescribed in the relevant laws and regulations.

After this, the data will be destroyed or anonymized. You can view, change or delete your data at any time. If you wish to unsubscribe completely, your personal data will be deleted immediately.

Processing by third parties

Personal data can be processed by so-called processors and sub-processors on behalf of ROM InWest. This only happens if it fits within the purpose of the processing or if it is (legally) required. The processors and sub-processors act under the responsibility of ROM InWest and may not carry out their own processing on the personal data. If personal data is shared with these processors, processing agreements are concluded to ensure the careful and secure processing of your data. Your personal data will not be provided to other parties, unless we are required to do so by law or a court order. The third parties with whom ROM InWest shares personal data are our hosting company (@@name), @@other cloud processing (@@name), @@ recruitment (@@name), office automation (Microsoft) etc.

Processing outside the EU/EEA

All personal data processed by ROM InWest are processed within the EU.

Security of your personal data

ROM InWest takes the protection of your personal data seriously and has taken appropriate technical and organizational measures to ensure a level of security appropriate to the risk. Examples of this are the strict authorization and authentication requirements to log into our systems, and the extensive monitoring and logging.

Automated decision-making

We do not use automated decision-making.

Data Protection Officer

We have a Data Protection Officer (FG). If you have any questions and/or complaints regarding your privacy, you can also contact our FG.

The FG can be reached by telephone on 030-8896575 or by e-mail at fg@lumengroup.nl. The FG can also be reached via are secure website.

Lumen Group BV
Reactorweg 301
3542 AD Utrecht.

You can also file a complaint with the Dutch Data Protection Authority. This is the competent enforcement authority. You can contact them for this via Report a complaint to the AP.

Your privacy rights

Because you share personal data with us, you have the following rights:

• Right to access your personal data;
• Right to rectification and supplementation of your personal data if they are incorrect or incomplete;
• Right to erasure if you want us to stop processing;
• Right to restriction of processing of your personal data;
• Right to object to the processing of your personal data;
• Right to portability of your personal data.

What exactly these rights entail and when they are sometimes limited by legal provisions, read here: Rights of data subjects | Dutch Data Protection Authority.

If you wish to exercise one or more of these rights, you can contact us via info@rominwest.nl. ROM InWest will respond to your request as soon as possible, but no later than within 4 weeks.

Apart from the above rights, you always have the right to file a complaint with the Dutch Data Protection Authority or with our Data Protection Officer.

Changes to Privacy Statement

ROM InWest may amend this privacy statement. The most recent version is published on the website. Therefore, always keep an eye on the website for the most recent version. If the new privacy statement has consequences for the way in which we process already collected personal data from you, we will inform you of this.

The current version of the privacy statement was last modified on February 1, 2023.