General Privacy Statement of the Port of Rotterdam Authority and the Rotterdam Harbour Master

PoR uses cookies to ensure that the website functions properly. Cookies are small text files that are stored on the user’s computer. 

We distinguish between functional, analytical and tracking cookies. Functional cookies are always enabled as they are necessary for the basic functions of the website to work. They are essential for the proper functioning of our website and are necessary, for example, to retain settings or preferences during a visit to the website or for a subsequent visit. You may choose to disable analytical and marketing/tracking cookies. Your cookie settings can be adjusted at any time by clicking on the blue cookie icon at the bottom left of the website. 

You will find detailed information about all cookies in our cookie statement. 

We may process the following personal data relating to you:

o First and last name;
o Images of persons (face, physical characteristics);
o Location during use of access gates;
o Name of inland vessel and ENI number (vessel identification number);
o Vehicle registration plates

The personal data listed above, or specific elements of it, are processed exclusively for the following purposes:

o Registration of visitors for building security;
o Access control;
o Investigation into calamities;
o Ascertaining identity in order to issue visitor passes;
o Facilitating an effective, safe and efficient handling of shipping traffic and maintaining nautical and maritime order and security, as well as acting as the competent port authority in the Rotterdam port area;
o The development, construction, management and operation of the port and industrial area in Rotterdam, in the broadest sense of the word.
o Live stream in the Port Pavilion: The use of webcams contributes to PoR’s objectives, whereby the ‘Experience the Port’ programme aims to strengthen the connection between the port city and its residents and to consolidate and further develop its positive reputation and support base. The webcams are therefore placed at genuine hotspots for recreational purposes. The live character emphasises the experience that one can enjoy for oneself.

Personal data is shared only with the following third parties for the purposes mentioned above:

o Service providers and/or subcontractors of PoR;
o Government agencies, regulatory authorities, supervisors and the Tax Authority, if necessary to comply with an obligation under the laws and regulations which PoR is required to observe.

Personal data is processed because it is necessary for the purposes of ‘legitimate interests’ (Art. 6(1)(f) of the GDPR) or to comply with a ‘legal obligation’ (Art. 6(1)(c) of the GDPR).

PoR retains your personal data only for as long as it is strictly necessary for the purpose for which it was collected:

o In principle, camera images are stored for 30 days after recording. In the event of an incident, the images will be stored for one year. If the camera images are requested for the purposes of a criminal investigation or proceedings, the retention period is extended to 7 years.
o Some camera images are used to train machine learning models to recognise assets.

Are you visiting Portlantis as an individual? We process your personal data as a visitor 

When you visit Portlantis, we may process the following data about you: 

o Initial(s), first name and last name; 
o Address and postcode; 
o Gender; 
o Email address(es) and telephone number(s); 
o Your organisation’s name and Chamber of Commerce no.; 
o Organisation and department; 
o Account number; 
o IP address; 
o Camera images; 

The personal data listed above, or specific elements of it, are processed exclusively for the following purposes: 

o Settling your purchase of products or delivery of services;  
o Entering into and managing agreements with you; 
o Improving PoR products and/or services; 
o Managing relationships and marketing, such as maintaining and promoting contact with existing and future clients; 
o Customer service; 
o Invoicing; 
o Debtor management; 
o Internal and external audits; 
o The development, implementation and analysis of market research, market strategies and customer satisfaction surveys; 
o Investigation into calamities; 

Personal data is shared only with the following third parties for the purposes mentioned above: 

o Service providers and/or subcontractors of PoR; 
o Government agencies, regulatory authorities, supervisors and the Tax Authority, if necessary to comply with an obligation under the laws and regulations which PoR is required to observe. 

Personal data is processed because it is necessary for the ‘performance of a contract’ (Art. 6(1)(b) GDPR), to pursue ‘legitimate interests’ (Art. 6(1)(f) of the GDPR) or to comply with a ‘legal obligation’ (Art. 6(1)(c) of the GDPR). 

PoR retains your personal data only for as long as it is strictly necessary for the purpose for which it was collected: 

o Camera footage is stored for 7 days after recording. In the event of an incident, the images will be stored for one year. If the camera images are requested for the purposes of a criminal investigation or proceedings, the retention period is extended to 7 years. 
o Details regarding your booking will be retained for three months. 
o We are obliged to retain data necessary for invoicing for seven years.

We may process the following personal data relating to you: 

o First and last name; 
o Email address; 
o Dietary requirements; 
o Allergies;  

The personal data listed above, or specific elements of it, are processed exclusively for the following purposes: 

o Guest registration; 
o Access control;  
o Investigation into calamities; 
o Preparing food; 

Personal data is shared only with the following third parties for the purposes mentioned above:  

o Service providers and/or subcontractors of PoR; 
o Government agencies, regulatory authorities, supervisors and the Tax Authority, if necessary to comply with an obligation under the laws and regulations which PoR is required to observe. 

Personal data is processed because it is necessary for the ‘performance of a contract’ (Art. 6(1)(b) GDPR), to pursue ‘legitimate interests’ (Art. 6(1)(f) of the GDPR) or to comply with a ‘legal obligation’ (Art. 6(1)(c) of the GDPR). 

PoR retains your personal data only for as long as it is strictly necessary for the purpose for which it was collected: 

o The data will be stored for 30 days after your visit. 

You can subscribe to various newsletters via the PoR website, such as ‘Haven in Bedrijf’ (Port in Action), ‘Portlantis’, ‘Port Information Notices’ or ‘de Havenkrant’ (The Port Newspaper). 

In order to send you a newsletter, we require the following information from you:  

o Business email address; 
o First and last Name;  
o Company; 

The personal data listed above, or specific elements of it, are processed exclusively for the following purposes:  

o Sending newsletters to subscribers 
o Informing subscribers (port users) directly about details or disruptions in the nautical process;
o Improving PoR products and/or services;
o Managing relationships and marketing, such as maintaining and promoting contact with existing and future clients;
o The development, implementation and analysis of market research, market strategies and customer satisfaction surveys;

Personal data is shared only with the following third parties for the purposes mentioned above:  

o Service providers and/or subcontractors of PoR; 

The personal data is processed because the data subject has given consent for the processing of his or her personal data (Art. 6(1)(a) of the GDPR). 

PoR retains your personal data only for as long as it is strictly necessary for the purpose for which it was collected: 

o The data will be retained until one unsubscribes. 

Processed personal data (if stated) 

o First and last name; 
o Telephone number; 
o Email address; 

The personal data listed above, or specific elements of it, are processed exclusively for the following purposes: 

o Handling the whistleblower report submitted 

Personal data is shared only with the following third parties for the purposes mentioned above:  

o Government agencies, regulatory authorities, supervisors and the Tax Authority, if necessary to comply with an obligation under the laws and regulations which PoR is required to observe. 

Personal data is processed because it is necessary for the purposes of ‘legitimate interests’ (Art. 6(1)(f) of the GDPR) or to comply with a ‘legal obligation’ (Art. 6(1)(c) of the GDPR). 

PoR retains your personal data only for as long as it is strictly necessary for the purpose for which it was collected: 

o Submitted reports are deleted 10 years after the report has been closed. 

If you submit a complaint, we may process the following personal data about you: 

o Company name; 
o Initials; 
o Prefix(es); 
o Name; 
o Email address;  
o Telephone number;  
o Address;  
o Town/City;  
o Postcode;  

The personal data listed above, or specific elements of it, are processed exclusively for the following purposes: 

o Handling the complaint submitted; 
o Investigation into calamities; 
o Improving services; 

Personal data is processed because it is necessary for the purposes of ‘legitimate interests’ (Art. 6(1)(f) of the GDPR) or to comply with a ‘legal obligation’ (Art. 6(1)(c) of the GDPR). 

Personal data is shared only with the following third parties for the purposes mentioned above:  

o Service providers and/or subcontractors of PoR; 
o Government agencies, regulatory authorities, supervisors and the Tax Authority, if necessary to comply with an obligation under the laws and regulations which PoR is required to observe. 

PoR retains your personal data only for as long as it is strictly necessary for the purpose for which it was collected: 

o Submitted complaints will be deleted 5 years after the report has been closed. 

As a data subject, you have certain rights under the General Data Protection Regulation (GDPR) and/or the Police Data Act (Wpg). For example, you may ask us what personal data and/or police data we process about you or have the data corrected if it is incorrect. 

Personal data 

o Last name; 
o Initials; 
o Date of birth; 
o Address; 
o Town/City; 
o Postcode; 
o Email address; 
o Nature of the request; 
o Explanation upon request; 

The personal data listed above, or specific elements of it, are processed exclusively for the following purposes:  

o Compliance with legal obligations; 

Personal data is processed to comply with a ‘legal obligation’ (Art. 6(1)(c) of the GDPR). 

Personal data is shared only with the following third parties for the purposes mentioned above:  

o Service providers and/or subcontractors of PoR; 
o Competent public authorities, government agencies, supervisory authorities or the Tax Authorities, if this is necessary to comply with an obligation under laws and regulations with which PoR must comply. 

PoR retains your personal data only for as long as it is strictly necessary for the purpose for which it was collected: 

o We retain your personal data for 5 years after processing your request.

Are you responding to a vacancy or expressing interest in working for PoR? We may then process the following personal data relating to you: 

o First and last name; 
o Email address(es) and telephone number(s);  
o Details of your employment history, including a Curriculum Vitae (CV) and a cover letter;  
o Other data necessary for the implementation or application of a law;  
o Other information that you have actively provided to us by submitting your CV, cover letter, references, and recommendations; 

During the application process, we may also record the following personal data about you:  

o Depending on the position you are applying for, an (online) assessment (or similar skills test) may be part of the application procedure. The results of the assessment you have completed will only be shared with PoR by the assessment agency with your prior consent. 
o Depending on the position you are applying for, a medical examination at Arbo Unie is part of the application procedure. This is to assess suitability for heavy work; 
o In some cases, we also process data that may be relevant in assessing your suitability as a candidate, including letters of recommendation and references. We will only ask this after we have received your consent; 
o Other data necessary for the implementation or application of a law;  
o Other information that you have actively provided to us during one of our job interviews; 

If we enter into terms of employment discussions with you, we will also ask for the following additional information, if necessary: 

o Access to payslip showing last salary earned. This data is not stored in PoR’s systems. You are not obliged to provide us with this information. Failure to provide this information will not affect the outcome of your terms of employment interview. 

The aforementioned personal data, or specific data from it, will only be used for the following purposes: 

o For the recruitment and selection of (new) personnel at PoR;  
o The assessment of your suitability for a position;  
o Being able to make an offer to Applicants who have successfully applied for a position within PoR;  
o Establishing and maintaining contact with you (by mail, telephone, and email);  
o Providing access to PoR’s sites, buildings, and premises;  
o Handling any complaints and resolving disputes;  
o The implementation or application of legal obligations; 

The personal data is processed because the data subject has given consent for the processing of his or her personal data (Art. 6(1)(a) GDPR), because they are necessary for the ‘performance of a contract’ (Art. 6(1)(b) GDPR), to pursue ‘legitimate interests’ (Art. 6(1)(f) of the GDPR) or to comply with a ‘legal obligation’ (Art. 6(1)(c) of the GDPR). 

Personal data may be provided to the following third parties for the above-mentioned purposes:  

o Service providers and/or subcontractors of PoR;
o Personal data may also be provided to third parties if this is necessary in connection with the performance of an assessment, screening, and/or examination by a medical examiner. PoR will inform you of this in advance; 
o In certain cases, PoR is legally obliged to provide the data to third parties, such as the Department of Justice. 
o Other authorities, if necessary to comply with an obligation under laws and regulations with which PoR must comply; 

PoR retains your personal data only for as long as it is strictly necessary for the purpose for which it was collected; 

o We will retain your personal data for a maximum of four weeks after the end of the application process. If you have given your consent, personal data will be stored for a maximum of one year after the end of the application process. After this period, your data will be destroyed or anonymised.  
o However, it may be necessary to retain personal data for longer in order to comply with legal or regulatory obligations. 

The Port Authority checks the integrity of new or existing clients. 

The following personal data may be processed if you have business contact with PoR 

o Initial(s), first name and last name;  
o Address and postcode;  
o Date of birth; 
o Email address(es) and telephone number(s);  
o Your organisation’s name and Chamber of Commerce no.;  
o Copy of ID card, passport, or residence permit;  
o Information about the applicant’s business structure;  
o Information about convictions, settlements with the Public Prosecutor’s Office, designation as a suspect, or imposition of an administrative tax penalty in the past five years on the applicant or his/her business partners;  
o Whether the applicant has previously submitted an information form to PoR in the past twelve months;  
o Check to what extent the submitter must fill in the form again; 
o Information about involvement in other companies;  
o Information about private and external financing of real-estate transactions;  
o Signature of contracting party or authorised representative; 

The aforementioned personal data, or specific data from it, will only be used for the following purposes:  

o Verification of client identity to assess integrity risks;  
o Assessment of ownership structures to identify integrity risks; 
o Assessment of criminal history to identify integrity risks;  
o Assessment of the integrity of new and existing clients and business partners; 
o Assessment of funding sources and creditworthiness to ensure financial integrity;  
o Verification of the intended activities and use of the real estate to assess integrity risks; 
o Formal confirmation and agreement of the information provided; 
o Maintaining the health and safety of the Port Industrial Complex, local residents and employees of PoR;  
o Compliance with legislation and regulations, including compliance with guidelines based on legislation and regulations, such as disputes and defence against third-party claims; 
o Investigation into calamities; 

Personal data is processed because it is necessary for the ‘performance of a contract’ (Art. 6(1)(b) GDPR), to pursue ‘legitimate interests’ (Art. 6(1)(f) GDPR), or to comply with a ‘legal obligation’ (Art. 6(1)(c) of the GDPR). 

We process criminal personal data only when necessary to assess a request from a data subject to make a decision about him or her or to provide a service to him or her. This processing takes place in the context of assessing the integrity of persons who submit a rental application for real estate or infrastructure within the Rotterdam port and industrial complex. Processing is based on Art. 33(2)(a) of the UAVG (Netherlands Data Protection Act). 

Personal data is shared only with the following third parties for the purposes mentioned above:  

o Service providers and/or subcontractors of PoR; 
o The Rotterdam Seaport Police; 
o Government agencies, regulatory authorities, supervisors and the Tax Authority, if necessary to comply with an obligation under the laws and regulations which PoR is required to observe; 

PoR retains your personal data only for as long as it is strictly necessary for the purpose for which it was collected; 

o Personal data necessary for screening (potential) clients will be retained for a maximum of two years after completion of the check, for verification purposes if a new form is submitted by the same party. 

PoR may process the following personal data about you, which is included in the AIS signal, in particular: 

o Vessel name; 
o Vessel identification; 
o Vessel dimensions; 
o MMSI number; Position; 
o Time of electronic position detection; 
o Course; 
o ETA (Estimated Time of Arrival); 
o Port of origin; 
o Destination; 
o Speed over ground; 
o Navigational status; 
o PI reference point PI on vessel; 
o Loading capacity; 
o Blue cones and draught; 

The personal data listed above, or specific elements of it, are processed exclusively for the following purposes: 

o Use in and for the benefit of PoR products and services to promote trade and transport in the supply chain; 
o Internal testing, analysis, and model training purposes; 

Your AIS data will not be used for enforcement and/or inspection purposes. 

The legal basis on which PoR processes your AIS data is your specific consent, which you provide to PoR by agreeing to the terms and conditions ‘Consent to use AIS data’, of which this ‘Privacy Statement for Consent to use AIS data’ forms an integral part. 

o You may withdraw your consent at any time by sending an email with your request, stating ‘Consent to use AIS data’, or by using the online form. 

Personal data is shared only with the following third parties for the purposes mentioned above: 

o The AIS data (including the identifying information contained therein) may be provided by PoR to third parties in PoR products and services to promote trade and transport in the supply chain. These third parties are the users of PoR’s digital products and services.   
o Service providers and/or subcontractors of PoR; 

PoR does not store identifying information from AIS data for longer than is necessary for the purpose for which it is obtained. Identifying data is anonymised after 24 months, meaning that it can no longer be traced back to an individual, specific vessel, or specific company. Anonymised data may continue to be stored and used by PoR even after these 24 months. 

PoR may process the following personal data about you: 

o First and last name; 
o Address; 
o Business email address; 
o Telephone number;  
o Company name;  
o Vehicle details (make, model, colour, registration plate number);  
o ID details;  
o Citizen Service Number (BSN); 
o Identity document number;  
o Nationality;  
o Gender; 
o Place of birth;  
o Date of birth;  
o Length;  
o Photo/video images; 

The personal data listed above, or specific elements of it, are processed exclusively for the following purposes:  

o Access authorisation:  
o Pre-registration of visits;  
o Identification verification;  
o Authenticity checks of identity documents;  
o Photo/video facial recordings;  
o Port facility security:  
o Timely detection of suspicious activities;  
o Timely detection of unauthorized persons 

Personal data is processed because it is necessary for the ‘performance of a contract’ (Art. 6(1)(b) GDPR), to pursue ‘legitimate interests’ (Art. 6(1)(f) GDPR), or to comply with a ‘legal obligation’ (Art. 6(1)(c) of the GDPR). 

Personal data is shared only with the following third parties for the purposes mentioned above:  

o Service providers and/or subcontractors of PoR; 
o Competent public authorities, government agencies, supervisory authorities or the Tax Authorities, if this is necessary to comply with an obligation under laws and regulations with which PoR must comply. 

PoR retains your personal data only for as long as it is strictly necessary for the purpose for which it was collected; 

o Visitor registration is stored for one year from the date of access to the facility. 
o Identity verification is not stored.  
o Video footage is stored for 28 days from the date of recording. 

When you, as a skipper, call at the port of Rotterdam and use the facilities of the port of Rotterdam, PoR will charge and collect port dues. A separate process has been set up for sea port dues (ZHG) and inland port dues (BHG). More information about ZHG and BHG, such as the general terms and conditions, can be found on our website. See here for ZHG and here for BHG.

For the purpose of calculating and collecting ZHG and BHG, our relevant departments may process the following data about you:  

o First and last name of contact person;  
o Position of the contact person;  
o Email address and telephone number of contact person;  
o BHG: ship name and ship number (ENI number);  
o Company address details;  
o Company bank details (IBAN);  
o Business email address and phone number;  
o Netherlands Chamber of Commerce extract: all data available for consultation;  
o VAT number; 

The personal data listed above, or specific elements of it, are processed exclusively for the following purposes; 

o Invoicing/crediting port dues and checking them; 
o Signalling invoicing (for information, see the website);  
o Determining discounts on port dues; 
o Business-contact management or customer satisfaction survey; 
o Debtor management; 
o Handling any legal disputes; 

Personal data is processed because it is necessary for the ‘performance of a contract’ (Art. 6(1)(b) GDPR), to pursue ‘legitimate interests’ (Art. 6(1)(f) GDPR), or to comply with a ‘legal obligation’ (Art. 6(1)(c) of the GDPR). 

Personal data is shared only with the following third parties for the purposes mentioned above:  

o Authorised representatives; 
o Service providers and/or subcontractors of PoR; 
o Competent public authorities, government agencies, supervisory authorities or the Tax Authorities, if this is necessary to comply with an obligation under laws and regulations with which PoR must comply. 

PoR retains your personal data only for as long as it is strictly necessary for the purpose for which it was collected: 

o The data will be stored for 7 years after the date of issue of the invoice. 

Landlease is a port portal that allows you to do business with PoR faster and smarter. This portal has been developed for companies based in the Port of Rotterdam. 

Processing personal data 
o Business email address; 
o First and last Name; 
o Telephone number; 
o Company; 
o Role; 

Purposes 
o To be able to log in, submit requests and reports using a personal account in order to view Landlease administration; 
o Providing services; 

Personal data is processed because it is necessary for the ‘performance of a contract’ (Art. 6(1)(b) GDPR), to pursue ‘legitimate interests’ (Art. 6(1)(f) GDPR), or to comply with a ‘legal obligation’ (Art. 6(1)(c) of the GDPR). 

Personal data is shared only with the following third parties for the purposes mentioned above:  

o Service providers and/or subcontractors of PoR; 
o Competent public authorities, government agencies, supervisory authorities or the Tax Authorities, if this is necessary to comply with an obligation under laws and regulations with which PoR must comply. 

PoR retains your personal data only for as long as it is strictly necessary for the purpose for which it was collected: 

o The data will be stored for two years after the end of the contract.

Port Real Estate provides an overview of available real estate in the port of Rotterdam. Here you will find real estate, for sale and for rent, in the port and industrial complex. 

Processing personal data 
o First and last Name; 
o Email address; 
o Telephone number; 
o Question or comment (open field); 

Purposes 
o Leasing or selling real estate in the Rotterdam Port and Industrial Complex upon request from interested parties; 

Personal data is processed because it is necessary for the ‘performance of a contract’ (Art. 6(1)(b) GDPR), to pursue ‘legitimate interests’ (Art. 6(1)(f) GDPR), or to comply with a ‘legal obligation’ (Art. 6(1)(c) of the GDPR). 

Personal data is shared only with the following third parties for the purposes mentioned above:  

o Service providers and/or subcontractors of PoR; 
o Competent public authorities, government agencies, supervisory authorities or the Tax Authorities, if this is necessary to comply with an obligation under laws and regulations with which PoR must comply. 

PoR retains your personal data only for as long as it is strictly necessary for the purpose for which it was collected: 

o The data will be stored for 6 weeks after the request has been processed. 

Personal data 
o Name of contact person; 
o Function; 
o Email address; 
o Telephone number; 

The personal data listed above, or specific elements of it, are processed exclusively for the following purposes:  

o Assessing and processing the sponsorship application; 

Personal data is processed because it is necessary for the ‘performance of a contract’ (Art. 6(1)(b) GDPR), to pursue ‘legitimate interests’ (Art. 6(1)(f) GDPR), or to comply with a ‘legal obligation’ (Art. 6(1)(c) of the GDPR). 

Personal data is shared only with the following third parties for the purposes mentioned above:  

o Service providers and/or subcontractors of PoR; 
o Competent public authorities, government agencies, supervisory authorities or the Tax Authorities, if this is necessary to comply with an obligation under laws and regulations with which PoR must comply. 

PoR retains your personal data only for as long as it is strictly necessary for the purpose for which it was collected: 

o The data will be stored for 1 year.

If you order a port map, we may process the following personal data about you: 

o Title; 
o Name;  
o Address; 
o Town/City; 
o Postcode; 
o Telephone number; 
o Email address; 
o VAT number; 
o Invoice address; 
o Comments;  

The personal data listed above, or specific elements of it, are processed exclusively for the following purposes:  

o Processing the order, delivery of the ordered map(s) incl. invoicing; 

Personal data is processed because it is necessary for the ‘performance of a contract’ (Art. 6(1)(b) GDPR) or to comply with a ‘legal obligation’ (Art. 6(1)(c) of the GDPR). 

Personal data is shared only with the following third parties for the purposes mentioned above:  

o Service providers and/or subcontractors of PoR; 
o Competent public authorities, government agencies, supervisory authorities or the Tax Authorities, if this is necessary to comply with an obligation under laws and regulations with which PoR must comply. 

PoR retains your personal data only for as long as it is strictly necessary for the purpose for which it was collected; 

o The data will be stored for 7 years after the order has been processed.