Who is responsible
Zero Emission Services B.V. (ZES) is the controller for personal data in ZES Onsite.
Questions about privacy or a request about your data? Email operations@zeroemissionservices.nl.
Purposes
Zero Emission Services B.V. uses your account and visit data to plan work, manage access to locations, support safe working, inform Operations and location partners, and investigate incidents. We also keep the maintenance history of installations and secure the accounts.
Data
Before an account is created, we store the invited email address, the chosen account type and company, the inviting staff member and the validity and usage status of the invitation.
Name, business email address, optional phone number, company, work-order information, location and optional dock, planned date, check-in and check-out time, LMRA answers, performed actions and descriptions, optionally added photos, status and safety notifications, and technical audit information.
Your name, business email address and company are needed for an account; without them you cannot announce work or check in or out. Your phone number is optional, except for the lead visitor of a group visit: then we need it to reach you on site.
We only know your location from the QR code you scan on site; ZES Onsite does not ask for GPS. Before storing a photo we remove hidden data such as GPS position, device and capture time. Do not photograph people and do not mention names or phone numbers in comments. Do not include medical details either: report injuries via 112 and ZES Operations.
Visitors and guests
For group visits, we also store all visitors’ names and companies, the responsible lead visitor’s contact details, the visit schedule, approval, attendance and safety confirmations. The visitor list is emailed to the lead visitor, Operations and the configured location recipients. In ZES Onsite, the coordinator of the lead visitor's company also sees the visit and the visitor list.
Guests have no account: the lead visitor gives us their name and company and informs them about this privacy information. We use these details only for access, safety and emergencies. Guests have the same rights as everyone else; see below.
Colleagues at work
If you come to work with colleagues, we also store their name and company with the work order. The requester provides them, is responsible for the team and informs the colleagues about this privacy information. We share the names with Operations and the configured location recipients and use them only for access, safety and emergencies. They are deleted when the work order is anonymised.
If a colleague has an account with the same company, the requester (or the coordinator) picks that colleague from the list of colleagues with an account. For this, colleagues of the same company see each other's name, not the email address. A colleague who is picked sees the work on My onsite (location, date, activity, description, team and status), receives an email when they are added or removed, when the date, location or worker changes and when the work does not go ahead, and counts in the double-booking check. Whoever plans work then sees that the colleague is already planned that day and at which location; only the colleague themselves, the coordinator and ZES Operations see the details. A colleague who is picked can also check the team in and out when the requester is not there (yet). Whoever checks the team in ticks who is on site; this is recorded with the work order and shared with the location, so that in an emergency it is known who is there.
Coordinators of your company
ZES links every account to a company and decides who at that company is a coordinator. A coordinator plans work for colleagues of their own company. To do so, the coordinator sees in ZES Onsite the name and email address of those colleagues and their work: location, date, activity, description, team, status, check-in and check-out times and work reports. A coordinator can plan, change, hand to another colleague and cancel work for a colleague; the colleagues receive an email about it. The coordinator also sees the visits a colleague leads, with the visitor list and the lead visitor's contact details, but cannot change or cancel them. Everyone does their own LMRA and checks in and out themselves. A coordinator sees nothing of colleagues of other companies.
Work and visits stay with the company you did them for: when you announce or register them, ZES Onsite records your account's company. If you go to work for another company, the coordinator of your new company does not see your earlier work. The coordinator of your previous company keeps the work you did for that company, so open work can be given to a colleague; this also applies if your account is deleted, until the work is anonymised. If ZES links your account to a company or makes you a coordinator, you receive an email about it.
Emergency contact persons
A location's safety instruction, QR poster and safety PDF show the names, roles and phone numbers of contact persons. ZES lists them so that everyone on site can get help in an emergency. If you are such a contact person and want your details changed or removed, email operations@zeroemissionservices.nl.
Legal basis
For accounts, work orders, visits, check-ins and check-outs, safety reports, contact persons and the maintenance history, the legal basis is ZES's legitimate interest in planning work and in safe, controlled access to its locations (Article 6(1)(f) GDPR). If you work directly for ZES as a self-employed contractor, the basis is also the performance of that contract (point (b)). The checkbox at registration only confirms that you received this information; it is not consent.
Objecting
Because ZES uses your data on the basis of legitimate interest, you can always object on grounds relating to your particular situation. ZES then stops, unless there are compelling reasons that outweigh your interests, such as safety on site, or the data is needed for a legal claim. Email your objection to operations@zeroemissionservices.nl.
Web notifications, signing in with your device and cookies
When a ZES employee enables web notifications, we also store the push endpoint, public browser keys and limited device information required to deliver those notifications. The employee can disable the connection again at any time. The notifications travel encrypted through the browser's push service (Apple, Google or Mozilla); that service cannot read their content.
If you sign in with Face ID, your fingerprint or your device passcode, only your own device checks it. ZES receives no biometric data, only a public key and the name of the device.
Web notifications are optional and only work if you give permission in your browser; you can withdraw it at any time. ZES Onsite only uses a functional session cookie to keep you logged in and remember your language, and no analytics, trackers or advertising cookies. Your browser itself stores your choice of a light or dark theme.
Recipients and processors
In ZES Onsite itself, only authorised ZES staff and, for your work, your own company's coordinator see your data (see above); location recipients receive only what is listed below.
For each location, ZES can set email addresses for the location itself, the SLA party (service) and the EMS party (energy management): the location recipients. They receive by email:
- the approved work order, with the names and companies of you and your colleagues, and any new date;
- a message when you check in on site, with the names and companies of you and your colleagues or guests;
- the work report after check-out, with names and companies, check-in and check-out times, performed actions, descriptions and photos;
- the approval, move and cancellation of a visit, with the visitor list and the lead visitor's contact details;
- a cancellation when approved work does not go ahead after all.
These emails contain a status link. With it, the location recipients can see the current status of that work or visit without an account (planned, present, checked out, cancelled), with the names and companies of who is coming but without contact details. The link works until 14 days after the work or visit.
The location's email address also receives urgent safety alerts, with the name and company of the person involved. For work on a vessel, that vessel's email address receives the same emails about that work order as the location recipients, and the safety alerts.
ZES shares this data only for access, safety and the management of the location or vessel. What is in these recipients' mailboxes falls under their own retention periods.
ZES has ZES Onsite and its database, including backups, hosted by DigitalOcean. ZES sends email through Postmark, and copies of the emails from ZES Onsite also arrive in the mailboxes of ZES Operations and ZES staff at Microsoft. Data processing agreements apply with these processors; they use the data only on behalf of ZES.
Transfers outside the EU
Postmark processes email on servers in the United States. For this, ZES relies on the European Commission's standard contractual clauses included in Postmark's data processing agreement. DigitalOcean is a US company certified under the EU-US Data Privacy Framework; standard contractual clauses also apply. Push services may deliver the encrypted notifications via the United States. You can request a copy of these safeguards at operations@zeroemissionservices.nl.
Retention periods
After these periods ZES Onsite deletes or anonymises the data automatically. Anonymised work orders remain as the maintenance history of the installation, without names, comments, photos or PDFs.
| Data | Period | Afterwards |
|---|---|---|
| Work orders, team members, check-ins and check-outs, LMRA, work reports and photos (after completion) | 24 months | anonymised; team members, photos and PDFs deleted |
| Work orders with a safety hold or safety report | 5 years | anonymised |
| Visitor groups: lead visitor and guests (after the visit date) | 12 months | deleted |
| Accounts without a login | 24 months | anonymised |
| Name kept with deleted accounts (after deletion) | 24 months | anonymised |
| Audit log (as long as the related work order is kept) | 24 months | deleted |
| Completed privacy requests | 24 months | deleted |
| Pseudonymised IP addresses for check-in/out and login attempts | 90 days | cleared |
| Copies of sent emails (recipients, text and error messages) | 90 days | cleared |
| Web notification devices without a delivered notification | 90 days | deleted |
| Unused invitations (after expiry) | 90 days | deleted |
| Counters for failed login attempts | 7 days | deleted |
Outside ZES Onsite itself:
- database backups: 7 days;
- sent emails at Postmark: 45 days;
- server logs: overwritten automatically and free of sign-in links;
- posts and photos on an installation's timeline: as long as the installation is in ZES Onsite.
Your rights
You may request access, rectification, erasure, restriction or portability, or object to processing, insofar as those rights apply. You may also lodge a complaint with the Dutch Data Protection Authority. autoriteitpersoonsgegevens.nl
With an account you handle most things yourself under My details: download your data, change your name, company and phone number, and delete your account. For other requests, or if you have no account, email operations@zeroemissionservices.nl. ZES replies within one month; for a complex request this can be extended by two months, and you will hear so within the first month. We do not ask for a copy of your ID: we verify a request through the email address we already know.
ZES Onsite makes no decisions based solely on automated processing and creates no profiles.
When this privacy information changes, the text gets a new version number and you will see a notice after signing in.