Data Processing Notice Template for Netherlands

A Data Processing Notice tells people exactly how an organization handles their personal information. Under Dutch privacy laws and the GDPR, companies must provide this clear explanation when they collect or use someone's data - from basic contact details to more sensitive information.

The notice spells out key details like what data is being collected, why it's needed, how long it will be kept, and who else might see it. Dutch businesses use these notices to build trust and stay compliant with privacy regulations. It's a crucial document that helps people understand and control how their information is used, while giving organizations a framework for responsible data handling.

Use a Data Processing Notice any time your organization starts collecting personal information in the Netherlands. This includes launching a new website, rolling out customer surveys, setting up employee databases, or introducing digital services that gather user data.

It's especially important when handling sensitive data like health records, financial details, or biometric information. Dutch law requires this notice before you begin processing data - not after. Key moments include mergers and acquisitions, new vendor relationships, international data transfers, and implementing new IT systems. Getting this right from the start prevents costly privacy violations and builds customer trust.

• Basic Website Notice: Explains data collection through cookies, contact forms, and analytics - perfect for small businesses and simple online presence
• Full Privacy Statement: Comprehensive document covering all data processing activities, often used by larger organizations handling multiple data types
• Employee Data Notice: Focuses specifically on workplace data processing, including HR systems and workplace monitoring
• Special Category Notice: Enhanced disclosure for sensitive data like health information or biometric data, with extra safeguards required by Dutch law
• Third-Party Processing Notice: Details how data is shared with external partners, vendors, or international entities

• Data Controllers: Dutch organizations that determine why and how personal data is processed - from small businesses to large corporations
• Privacy Officers: Specialists who draft and maintain Data Processing Notices, ensuring compliance with Dutch privacy laws
• Legal Counsel: Internal or external lawyers who review and validate notices meet GDPR requirements
• Data Subjects: Individuals whose personal information is being processed, including customers, employees, and website visitors
• Dutch Data Protection Authority: Regulatory body that enforces compliance and can request to review notices during investigations

• Data Inventory: Map out exactly what personal data you collect, why you need it, and how long you'll keep it
• Processing Activities: Document all ways you use personal data, including sharing with third parties or international transfers
• Technical Measures: List your security controls and data protection safeguards
• Legal Basis: Identify your grounds for processing under Dutch law and GDPR for each data category
• Contact Details: Include your Data Protection Officer or privacy contact information
• Rights Section: Outline how data subjects can exercise their privacy rights under Dutch law

• Identity Details: Full name and contact information of the data controller and Data Protection Officer
• Processing Purpose: Clear explanation of why personal data is collected and how it will be used
• Legal Basis: Specific grounds under GDPR/Dutch law that justify each type of data processing
• Data Categories: List of all personal data types collected and processed
• Retention Period: How long data will be kept and criteria for determining storage duration
• Data Subject Rights: Explanation of privacy rights and how to exercise them
• Transfer Details: Information about any international data transfers and safeguards in place

A Data Processing Notice is often confused with a Data Protection Policy, but they serve different purposes in Dutch privacy compliance. While both deal with personal data handling, their scope and audience differ significantly.

• Purpose and Audience: A Data Processing Notice is an external document that informs individuals about how their personal data is processed. A Data Protection Policy is an internal document that guides staff on data protection procedures.
• Legal Requirements: Processing notices must be provided to data subjects under GDPR Article 13/14, while protection policies are organizational documents that demonstrate compliance measures.
• Content Detail: Notices focus specifically on data collection and use details, rights, and contact information. Policies cover broader topics like security measures, staff responsibilities, and internal procedures.
• Implementation: Notices must be provided before data collection begins, while policies are ongoing reference documents for organizational governance.