NS-Business Card and NS Go
If your employer has chosen to provide you with an NS-Business Card, then you will be able to make use of a variety of mobility and other services. These services may be provided by both NS and third parties, and will depend on the mobility services that your employer has permitted. NS will invoice all of the services provided by NS and other service providers by means of the NS-Business Card invoice. The applicable Product Terms and Conditions describe which rights and obligations are associated with the NS-Business Card and the Services.
NS Go is the mobility platform that enables your employer to manage its mobility policy and ensure sustainable mobility. For you as an employee, this makes requesting and managing mobility services and the administration of business and private travel much simpler. NS Go enables integration with your employer's HR system, providing for clarity on and administrative processing of services and travel.
With respect to the GDPR, NS or the mobility service is the data controller when it comes to processing data for the purpose of the journey or service. Similarly, your employer is the data controller when it comes to the data processed in the NS Go platform.
What personal data do we use?
If you are a booker, traveller or a user of services paid for by means of the NS-Business Card, we process your business contact details, your card number, possibly your email address, and the address details of the location from or to which you are travelling.
If you and your employer use NS Go, then your employer determines which data is integrated into the NS Go platform. Your employer will only process data necessary for the administrative processing of the mobility services available to you. This will include at least your first and last name, private and/or work address, business email address, employee number, date of birth, gender (M/F/X), start and end date of your employment or other agreement, and information related to your role in the organisation. Some mobility services also require a passport photo that you will have to upload to the NS Go platform yourself.
Your employer will not receive the times of your trips. However, NS will use the times to label the trips you make as a 'business trip' or a 'private trip' (note: no times will be shown to your employer).
What do we use your personal data for?
In order to turn your train journey into a complete, door-to-door trip, simply book the services online using the NS app. In order to take advantage of these services, you must have a personalised business OV-chipkaart, the NS app and an NS or NS Go account.
NS Go enables you and your employer to administer your journeys and services, and gives your employer insight into mobility usage, sustainable or otherwise.
The basis for processing is: the performance of the agreement
We use part of the abovementioned data as part of the travel agreement we enter into with you for your travel and services. This includes things like invoicing the price of the journey or processing a customer service request. If you do not provide this data to us and possibly to other mobility services, it will not be possible for you to use these services with an NS-Business Card or use the NS Go platform.
The principle for data processing is: the justified interest of your employer
Your employer has a justified interest in receiving insight into your business travel and the ability to shape mobility policy. For example, NS Go can give your employer insight into data about sustainability and incurred costs. In addition, you can use NS Go to view your journeys and mark these as business or private journeys if necessary.
With whom do we share data?
If you use mobility service providers other than NS, then NS will share your card number and travel data with these services.
We contract third parties to provide IT services. These third parties process our data solely for our own internal use, and for no other purpose. We have made agreements with these parties pertaining to the processing of personal data.
We are authorised to provide your personal data to parties outside the European Economic Community under certain circumstances. In that event, we will take suitable measures with these parties, for example by agreeing to the standard provisions required by the European Commission.
How long do we store your data?
We store your travel data for 18 months after you have used the service and for 18 months after the termination of the NS-Business Card agreement. Your employee may store your personal data for up to seven years. Your personal data is stored in the NS Go platform for no longer than necessary for achieving the specified purposes, and will be deleted when you deactivate your user account.