THE FUTURE FIRM

PRIVACY STATEMENT VERSION MARCH 2019

The Future Firm collects your personal data to deliver services to you. In this Privacy Statement, The Future Firm explains how your personal data are collected, what they are used for, how long they are stored, which parties receive your personal data and what you can do to exercise your rights or to ask questions about your privacy.

Who is the controller?

The Future Firm is controller for the data processing as described in this Privacy Statement. The Future Firm is located at Lange Leidsedwarsstraat 89, 1017 NH Amsterdam, the Netherlands. For questions about privacy or data protection, please contact us at +31 (0)20 7779009 or info@thefuturefirm.com.

How do we collect your personal data?

At the start of a project we are informed by you and/or your employer that you will join us on a Journey. After that, we usually obtain personal data directly from you, either because you include your personal data in our (online) form, or because you provide us with personal data before or during a Journey. Alternatively, we can obtain further information from you via your employer, whom we will then ask to provide you with this Privacy Statement.
If you are a contact person of an employer we will obtain your personal data when you enter into an agreement with us for a project (which may include one or more Journeys) or enquire about a potential agreement.

What personal data do we collect from you and why?

We will always need your name, contact details such as email and telephone number and information of the Journey you will join to allow us to identify and contact you. The legal ground for this processing is the legitimate interest of your employer to have you become part of a Journey of The Future Firm.

Depending on the nature and location of a Journey, we may also need your photograph, address, date of birth, gender and passport number. With this information, we can organize a Journey and its logistics. The legal ground for this processing is our legitimate interest to effectively plan a Journey. Sometimes we have a legal obligation to provide such information to a venue or hotel for local identification or safety requirements.

During a Journey, we may take photographs for a photobook and/or photo presentation which we will make on your request or on the request of your employer. We will provide you and/or your employer (depending on the request) with a copy of the photobook and/or photo presentation and we will keep a copy of the photobook and/or photo presentation for our archiving purposes. The legal ground for this processing is our legitimate interest to provide you, your employer and ourselves with photo images of a Journey.

During a Journey, we may make a video registration of the Journey on your request or on the request of your employer. We will provide you and/or your employer (depending on the request) with a copy of the video footage and we will keep such video footage for our archiving purposes. The legal ground for this processing is our legitimate interest to provide you, your employer and ourselves with footage of a Journey.

We maintain an archive with a selection of photographs that were taken during a Journey and a selection of video footage made during a Journey. We do so to have an up to date and clear record of the onsite situation of our locations. This helps us to adequately prepare the logistics of a (future) Journey and gives us the opportunity to provide prospective customers with an idea of what a specific Journey would look like. When we make the selections, we strive to only select photographs and video footage with groups of people and not with a single person. If we don’t need people in the photograph or video for our intended purpose, e.g. the situation of our location, we will strive to select images that do not have people in them to the fullest extent possible. The legal ground for this processing is our legitimate interest to maintain a visual record of our past business.

Any personal characteristics that we may become aware of during a Journey, we will not document, but only use for the interpersonal relationships during a Journey.

Your dietary requirements and allergies allow us to adjust your menu and information on your physical fitness (like your length or your ability to ride a bike or swim) allows us to adapt the activities during a trip. We will only process such data with your explicit consent.

We maintain a record of contact persons at employers that have contracted with us for projects. Our purpose of maintaining this record is to ensure that we can run a project and provide adequate after services after the project has been completed. The legal ground for this processing is the performance of our agreement with the employer.

How long will we retain your personal data?

We will retain your personal data for the duration of a project (which may include one or more Journeys). We will keep your personal data for 3/6 months after termination of the project to handle any questions, requests or feedback. After that period, we will delete most of your personal data and only keep your name and relevant information of the content of your Journey itself so we can adjust our services at a later stage. We will keep this data for a maximum of two years.

Our record of contact persons at employers will be maintained for a period of five years after the completion of the last project. Our archive will be retained for at least twenty years.

To which parties do we transfer your personal data?

For our service delivery, we engage a number of parties that either work on our behalf or are operating independent from us. We engage logistic companies and companies to provide us with materials and content. We have an IT service delivery provider for our data storage and tooling. Our tooling provider is Google, which means your personal data will be stored in the United States. We have concluded EU Model Clauses to ensure that your personal data are protected as if they were in the EU. The Future Firm also makes sure that, if required, so-called data processing agreements are signed with the other parties, under which these parties are obliged, amongst other things, to protect the personal data and to handle these in compliance with the law.

The independent parties we engage for our services are the venues we visit, such as restaurants, hotels, (holiday)resorts or work locations and transportation companies, such as airlines, railway companies, bus companies and taxi services. We also work together with local partners and other agencies who provide services to you or to us during a Journey, like making travel arrangements or providing outdoor experiences. We strive to ensure that all these parties protect your personal data and handle these in compliance with the law.

Providing us with your personal data through our website?

You can create your own transformation book on our website. You can create this transformation book anonymous. If you wish to receive the results of the transformation book per email in .pdf, we will temporarily store the results and we will need your name and email address to send this to you. After that, we will only keep your name and email address.

We will use your name and email address to send you the pdf file and keep your name and email address in our client database. The legal ground for keeping your name and email address is our legitimate interest to keep an up to date client database and to stay in contact with you. If you wish to have your name and email address deleted, you can contact us via the contact details described below.

If you provide us with your name, email address, telephone number and home address, in order to receive a printed version of your transformation book, we will temporarily store the results and use your personal data to send you the pdf file as well as the printed version of your transformation book. After that we will only keep your name, email address and telephone number. The legal ground for keeping your name, email address and telephone number is our legitimate interest to keep an up to date client database and to stay in contact with you. If you wish to have your name, email address and telephone number deleted, you can contact us via the contact details described below.

Applying for a job at The Future Firm?

If you send us your personal data when applying for a job at The Future Firm, we will process such personal data for our recruitment and selection purposes. This includes assessment of your application, verifying the information received via the application or as otherwise publicly available on you (including your public profile on social media), evaluating your eligibility to work at The Future Firm and contacting you for future positions that suit your skills and capabilities. For this last purpose, we may keep your personal data, among which your resume. We will keep this personal data for a maximum of two years. You can let us know via your contact person at The Future Firm if you do not wish us to keep your personal data for future job openings.

What are your rights?

Under the General Data Protection Regulation, you have several rights related to your personal data. Below you find an explanation of these rights.

Right of access: You have the right to request a copy of your personal data which are processed by or on behalf of The Future Firm. You can also ask for other information on the processing of your personal data, such as details of the storage period and third-party recipients.

Right of rectification: If your personal data are incorrect or incomplete or are not processed in compliance with the GDPR, you have the right to have your data rectified or completed by The Future Firm.

Right of restriction: You have the right to have your personal data restricted by The Future Firm. In that case, we will not process your data for a certain period of time, for instance while we are checking the rectification of your personal data. Right of erasure of personal data: You have the right to have your personal data deleted. Please note that this right may not apply when we are travelling with you and we need to keep certain personal data. In those cases, we can proceed with deleting your personal data when we are back from our Journey.

Right of data portability: At your request, The Future Firm will provide you with a structured copy of your personal data, which is suitable for common digital use. You also have the right to have these personal data transferred by The Future Firm to a third party.

Right to object: You have the right to object to the processing of your personal data by The Future Firm. The Future Firm may ask you to state the reasons which are specifically related to your situation. We will then weigh these reasons against The Future Firm's interests in processing your data.

You can exercise the rights mentioned above by contacting us at +31 (0)20 7779009 or info@thefuturefirm.com.

If you have the impression that The Future Firm does not comply with the law or does not handle your personal data properly, you are entitled to submit a complaint to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens). In case you gave your consent for the processing of your personal data, you are entitled to withdraw this consent at any time. The Future Firm will discontinue the processing activities for which you have given consent from the moment of your withdrawal. The processing of your personal data carried out by The Future Firm before your withdrawal will not be affected by your withdrawal.