Privacy Statement

1. Introduction

This is the Privacy Statement of Stichting NBD Biblion and its subsidiaries NBD Biblion Services B.V., NBD Biblion Technology Group B.V. and Bookarang B.V. (hereinafter: “NBD Biblion”). An overview of the products, services and websites to which this privacy statement applies can be found here.

Most of NBD Biblion's products and services are exclusively intended for business clients (e.g. libraries and schools). Data concerning a legal entity such as a private company or a public limited company are not classified as personal data, but data concerning a legal entity's contact or representative are.   Similarly, data concerning a business without a legal personality, such as a one-man business, can be classified as personal data.

NBD Biblion acknowledges the importance of privacy and wants to make sure your personal data are well protected. We process personal data in accordance with applicable laws and regulations, including the General Data Protection Regulation (Regulation (EU) 2016/679, hereinafter the “GDPR”).

In this Privacy Statement, we clarify what types of data we collect, in what manner, for what purposes and on what grounds. Furthermore, we explain what rights you have with regard to your data and how you can exercise these rights. This Privacy Statement applies to all forms of processing of personal data for the purpose of NBD Biblion's products and services, unless stated otherwise with regard to a specific product or a specific service at the time of your use of this product or service.

We may amend this Privacy Statement from time to time. We therefore advise you to consult the Privacy Statement regularly. In the event of substantial changes to this Privacy Statement, Stichting NBD Biblion will notify you in a more explicit manner. This Privacy Statement was last amended on 20 April 2023.       

2. Data Controller and Contact

The data controller for the use of your personal data is Stichting NBD Biblion, located in Zoetermeer and with offices at Huygensstraat 1 (postcode 2721 LT) in Zoetermeer (COC no. 41150213).

If you have any questions about this Privacy Statement or the processing of your personal data, you can submit them via email to directiesecretariaat@nbdbiblion.nl or via regular mail to Stichting NBD Biblion, PO Box 7454, 2701 AL Zoetermeer.

3. About NBD Biblion

NBD Biblion provides a complete range of products and services that contribute to the success of (multimedia) (school) libraries. Furthermore, NBD Biblion has its own printing office and bindery as well as a specialised technology department. Among other things, NBD Biblion processes personal data for the purpose of the following services:

• Media. NBD Biblion selects and provides various media for the collections of (multimedia) (school) libraries, such as books, eBooks, DVDs, games, audiobooks, language courses, CD-ROMs, Daisy player and CDs. Furthermore, NBD Biblion provides materials and services needed for the management of (multimedia) (school) libraries.
• Data. NBD Biblion provides access to various databases (such as Literom, Literom-Jeugd and Literom-wereld, the Uittrekselbank, the Uittrekselbank Jeugd, an up-to-date file repository--with a special version for younger users--MOM and SISO-online, the keyword thesaurus and the printing programme). Furthermore, NBD Biblion creates and publishes meta-information (purchasing information, analytical annotations), spine labels and presentation and shelving systems.
• Printing and Binding. NBD Biblion handles every aspect of a book's publication for a large number of authors and publishers. Upon request, NBD Biblion also provides these services to private individuals.
• Technology. NBD Biblion develops, builds and maintains machines for binderies, the graphics industry and libraries in the Netherlands and abroad.

4. Collection and Processing of Personal Data

NBD Biblion gathers personal data in various ways and uses these data for diverse purposes.

Use and Delivery of Products, Services and/or Subscriptions
When you (on behalf of your organisation) use one or more of NBD Biblion's products or services or take out a subscription to one or more of our databases, we process contact information (including your name, address, job title, telephone number and email address) and your organisation's transaction information (including bank and payment information, billing information and delivery addresses).

Furthermore, we process certain types of data concerning the use of our products and/or services, such as the status of your organisation's order(s) / subscription(s) and the data shared with us for that purpose.

We use these data to process your request, deliver products and/or perform services, process payments and send invoices. Our legal grounds for processing your personal data in this manner is the execution of the agreement we have with you.

We may also use certain types for data for analysis and optimisation purposes. For example, we use cookies to optimise our website and services. You can find more information about our use of cookies under the header “Visiting an NBD Biblion website” (below) and in our cookie statement. The latter also outlines how you can change your settings if you wish to reject certain cookies.

Our legal grounds for processing your personal data in this manner is NBD Biblion's legitimate interest to understand how clients use our services, so we can improve and optimise them.

Creating and Using an Account
Some of NBD Biblion's products and/or services are only available if you / your organisation have / has an account and a client number. Having an account gives you or your organisation access to the order system and/or other online services.

When creating an account for yourself or your organisation, you are asked to enter certain (personal) information. This includes the name and job title of our contact, the name of your organisation, its address, telephone number and email address, the delivery address (if that differs from the postal address), the billing address (if that differs from the postal address) and a password. In some cases, you must also provide COC and VAT numbers. You can also select certain preferences and/or wishes.

We use these data to create your account, grant you access to our order environment and/or the online reading recommendations and/or collection services and to process changes. Our legal ground for processing your personal data in this manner is your consent and/or the execution of the agreement we have with you.

For example, we also collect your IP address and/or information about your browser, what areas of our website you visit and/or how you use our database. We use cookies for this purpose. We can use the data collected by these cookies to further optimise our website and services. You can find more information about our use of cookies under the header “Visiting an NBD Biblion website” (below) and in our cookie statement. The latter also outlines how you can change your settings if you wish to reject certain cookies.

Our legal ground for processing your personal data in this manner is NBD Biblion's legitimate interest to improve and optimise its products and services.

Use of Goods/Services by NBD Biblion
When we use goods and/or services from suppliers and/or service providers, we process personal data concerning these suppliers and/or service providers and/or the people working for them.

This includes name, address and contact information, COC number, VAT number, payment and bank information and information concerning the order/service in question.

We use these data to place orders or use services and for payment and administrative purposes. Our legal grounds for processing personal data in this manner is the execution of our agreement with the supplier/service provider in question.

Visiting an NBD Biblion Website
NBD Biblion offers various websites. We use functional and technical cookies to ensure our websites function and perform well. With these cookies, we collect your IP address, what browser (the computer software you use to browse the internet) you use, what operating system you use and what pages on our website you visit.

Among other things, we do this to improve the user-friendliness of our websites and secure them, optimise your experience with our services and so we can recognise you during subsequent visits. Our legal ground for processing personal data in this manner is the legitimate interest of NBD Biblion and/or third parties to ensure that NBD Biblion's websites and services function and perform well.

We also use analytical cookies and similar technologies. We do this to improve the user-friendliness of our website and to gather information about the use of and visits to our website, so NBD Biblion can further optimise its website and we can gain more insight into the reach and effect of our campaigns. We also use cookies to ensure you can share the content of our websites via social media and to personalise information for you, as well as for marketing purposes (social media and marketing cookies).

Our legal ground for processing personal data acquired through cookies and similar technologies is our legitimate interest to optimise our website and business activities or your consent (which we will ask for when necessary). You can read more about what cookies are used for what purposes and by what parties in our cookie statement.

Purchase Information Texts, Extracts and Author Profiles
We gather the following personal data concerning (freelance / self-employed) authors who write purchase information texts, extracts and/or author profiles for NBD Biblion: Name and address information, bank account number, email address, CV and preferences and genres, if any.

NBD Biblion uses these data to assign and send books to authors and to process payments. Our legal grounds for processing personal data in this manner is the execution of our agreement with authors.

Contact with Customer Service
When you contact our customer service department, you must provide certain contact information. We use this information to handle your request or question and for the purpose of executing our agreement with you. We may store your question in order to be of better service to you in the future and to improve our products and services, on the grounds of NBD Biblion's legitimate interest to improve its services.

Participating in Client Panel / Surveys
If you are part of one of NBD Biblion's client panels or take part in one of NBD Biblion's surveys, we will process, among other things, your contact information and your input with regard to the service or product in question.

We use the results of these panels and surveys to improve our products and services. Our legal grounds for processing personal data in this manner is the execution of our agreement.

Communication from NBD Biblion
You can sign up for one or more of NBD Biblion's newsletters and themed emails via our website. With these messages, we keep you up to date on the latest news, the most recent collections and interesting themes. By signing up, you give NBD Biblion permission to send you information via email. You can choose what services and themes you wish to receive information about. If you no longer wish to receive any newsletters/mailings, you can opt out at any time using the opt-out link found at the bottom of every message. You cannot opt out of receiving messages pertaining to your orders or other essential service messages.

If you are an existing client/subscriber of NBD Biblion, we may send you information about NBD Biblion and similar products or services you may be interested in, unless you indicated at the time of purchase that you do not wish to receive such messages. Our legal grounds for processing personal information in this manner is our legitimate interest in sending you marketing information.

Social Media
NBD Biblion can be found on various social media platforms, including Twitter and Facebook. If you follow us on social media, we may gain access to part of your profile information. NBD Biblion can track how often NBD Biblion's page or one of its posts was liked and/or shared via social media.

The purpose of this form of data processing is to map out the reach of NBD Biblion's activities on social media and to improve its social media activities. Our legal ground for processing personal data in this manner is NBD Biblion's legitimate interest in improving its social media activities.

5. Storage Periods

NBD Biblion will not store personal data any longer than necessary for the purposes for which these data are collected or processed, unless it is necessary to store data for longer to meet a legal obligation.

Specifically, we employ the following data storage periods:

• (Account) information concerning buyers (clients) and subscribers is stored for up to two years after the end of our relationship.
• For inactive users with an account, we employ a storage period of two years after which a reminder is sent to ask the person in question if they wish to continue using their account, along with a period within which they can respond. If they fail to respond in time, the personal data associated with the account in question will be deleted.
• Information concerning suppliers is stored for up to two years after the end of our relationship.
• Personal data concerning authors and reviewers are stored for up to seven years after the end of our relationship.
• For cookies and similar technologies, we employ a retention period of no more than six (6) months. (Personal) data collected through cookies, e.g. information concerning your internet usage, are also stored for a period of no more than six (6) months.
• If you have signed up for one or more of our newsletters, we will store your contact information until you opt out of receiving our newsletters. For existing clients, we employ a storage period of one year after inactivity.
• We employ a storage period of no more than two years for data gathered for purposes such as delivering products and services, sending invoices, processing orders and informing you about the status of your order.
• When you contact our customer service department, we will store your personal data for up to two years after your final contact with us.
• When you take part in a survey or client panel, the information you provide will be stored for up to two years. Your contact information will be stored until you opt out of taking part in the client panel. Surveys conducted via SurveyMonkey have a one-year storage period, after which the data in question are anonymised.
• Data concerning the use of our newsletters and mailings, including open and click behaviour, are anonymised after twelve months.
• Via social media, we only gather data concerning existing accounts/clients. These data are stored for two years after the end of our relationship.

6. Sharing Data with Third Parties

NBD Biblion Group
Companies that are part of the NBD Biblion Group, namely Stichting NBD Biblion, NBD Biblion Services B.V., NBD Biblion Technology Group B.V., Bookarang B.V. and Aura Software B.V., may grant each other access to your data on the grounds of NBD Biblion's legitimate interest in safeguarding the efficiency and effectiveness of its business operations. All business units that form part of NBD Biblion's organisation will offer the same level of data security. Among other things, companies part of the NBD Biblion Group may use your personal data for the purpose of executing their agreement(s) with you.

Data Processors
NBD Biblion may use the services of third parties to process your personal data in accordance with this Privacy Statement. In such cases, these third parties act as data processors on behalf of NBD Biblion. NBD Biblion ensures that these parties offer adequate safeguards with regard to the technical and organisational security measures being taken. Third parties that act as data processors on behalf of NBD Biblion have signed a data processing agreement with NBD Biblion, which states, among other things, that they will only process your personal data at NBD Biblion's request.

Your data may also be shared with third parties because we have to execute an agreement with you or when this is necessary in order to honour our agreements with you. Furthermore, we may share your data with parties we collaborate with in order to provide our services.

NBD Biblion may also allow other companies to gain insight into your visits to our website through the use of third-party cookies. For more information about our use of third-party cookies, please consult our cookie statement. NBD Biblion may also provide services in collaboration with other parties. To deliver your orders in accordance with the delivery method you selected and to send you email notifications regarding the status of the delivery, your contact information and delivery address are shared with the courier in question. The courier is involved in the execution of the agreement with you as an independently responsible party. Other parties may also be involved in the execution of an agreement with you as independent data controllers or as joint data controllers together with NBD Biblion. You will be informed of this when you use a service for which this is the case.

Miscellaneous
In all other cases, NBD Biblion will only share your data with third parties with your explicit permission, or if NBD Biblion is required to do so on legal or regulatory grounds as a result of legal action and/or if NBD Biblion deems it necessary in order to protect its own interests and/or the interests of third parties.

7. Data Security

NBD Biblion takes appropriate security measures to prevent the misuse, loss, unauthorised access, undesired publication and unauthorised modification of personal data. Your personal data can only be accessed by persons who require this as part of their function. The persons in question all have a confidentiality obligation. 

8. Sharing Data

NBD Biblion may use the services of third parties to process your personal data in accordance with this Privacy Statement. In principle, NBD Biblion uses (cloud) solutions that are hosted in Europe. However, the parties in question may be based outside the European Union or they may (in future) use servers that are located outside the European Union.

In order to safeguard your privacy, NBD Biblion will only share your personal data in accordance with the applicable regulations for sharing personal data with countries outside the European Union. This means that NBD Biblion will only share your personal data with third countries if the European Commission has ruled that the third country in question guarantees an appropriate level of data security and/or if other appropriate safeguards are offered, such as unmodified standard provisions concerning data security that have been approved by the European Commission along with additional measures, if necessary. These can be found here.

The scope of the right to protection of personal data may be limited in these countries, compared to the European Union. If necessary, we will ask for your consent before sharing your personal data.

9. Your Rights

You can access your personal data via your Account. If you wish to manage, alter or delete your personal data, you can contact our client contact centre via info@nbdbiblion.nl.

Under the GDPR, you have the following rights with regard to the personal data concerning you which NBD Biblion processes:

• Access and Correction. You can ask us to provide insight into what personal data concerning you are processed by NBD Biblion and for what purposes and/or submit a request to have your personal data altered or corrected.
• Deletion. If you want NBD Biblion to delete your personal data and/or your account, you can submit a request to that end. After complying with your deletion request, NBD Biblion may retain some personal data concerning you, e.g. if these data are needed to process orders you have placed or if NBD Biblion has a legal obligation to retain these data.
• Objection. You have the right to object at any time to the use of your personal data for direct marketing purposes and/or to receiving (any more) (specific) marketing information. If you exercise this right, we will not send you any (more) marketing information. Any newsletters and mailings you receive from us, as well as all other marketing information, also include an opt-out link. When we process your personal data on the grounds of a legitimate interest of NBD Biblion, you have the right to object to this processing of your personal data. Upon your request, we will cease our processing of your personal data, unless there are legitimate grounds to do so that outweigh your interests.
• Restriction of Processing. You can ask us to restrict our processing of your personal data if you have a legitimate reason for this, e.g. if you believe that we are processing your personal data illegitimately or improperly or if you object to NBD Biblion's processing of personal data.
• Data Portability. You have the right to transfer your personal data or have your personal data transferred in a structured, commonly used and machine-readable format if NBD Biblion processes your personal data with your consent and via automated procedures.
• Revoking Consent. When your personal data are processed with your (explicit) consent, you have the right to revoke your consent at any time, without prejudice to the legitimacy of the processing of your personal data with your consent before it was revoked.
• Complaint. You have the right to lodge a complaint with the Data Protection Authority.

You can submit your request to info@nbdbiblion.nl or by mail to PO Box 7454, 2701 AL Zoetermeer. NBD Biblion will review your request within four weeks and inform you about what will be done with your request.

10. Transfer of Business

In the future, one or more of NBD Biblion's business units or assets may be transferred to a third party or NBD Biblion may merge with a third party. In that case, your personal data may also be transferred to this third party. In such cases, NBD Biblion will always notify you in advance.