General Terms and conditions
The conditions below are an integral part of the basic contract that your organization has concluded with ArboNed. We recommend that you keep these documents in your own administration and show them to the Labor Inspectorate if they ask for the basic contract.
Basic contract
As an employer, you are responsible for ensuring that your employees can do their jobs safely and healthily. If your organisation has taken out an absence subscription with ArboNed, you can meet the requirements that the Working Conditions Act sets for performing your statutory duties under the so-called 'basic contract' on the basis of the 'safety net scheme'. In concrete terms, this means that you are obliged to have ArboNed (as a certified occupational health and safety service) support you in your occupational health and safety tasks, exactly as the law also requires.
These statutory health and safety tasks are:
- Absence and rehabilitation activities.
- Reviewing and advising on your Risk Assessment and Evaluation (RAE).
- Conducting the Periodic Occupational Health Examination (POHE) among your employees.
- Conducting pre-employment physical examinations (if applicable).
- Offering the possibility of consulting the (company) doctor (for example, during the (company) doctor’s open consultation hour).
- Workplace visit: the (company) doctor should be free to visit any workplace.
Overview of activities
In the activity overview of the contract you entered into with ArboNed or through your absence insurer with ArboNed as service provider, you can see which activities are and are not included in your subscription. ArboNed charges separately for services that are not included (on a quotation basis). The fees for these activities can be found in the applicable year's fee schedule.
The basic contract consists of:
- the signed order form or your agreement,
- the signed terms of cooperation under the basic contract (valid until 1 January 2026) / terms of cooperation under the basic contract (valid from 1 January 2026)*
- the general term and conditions (valid until 1 January 2026) / general terms and conditions (valid from 1 January 2026)*
Note that your employee representation must agree to the terms of cooperation. If you do not have an order form or agreement (anymore), your regular contact can email you a contract summary.
The subjects that must be regulated in the basic contract in relation to your statutory occupational health and safety tasks and the working arrangements we make in this regard are laid down in our Terms of Cooperation.
* Notes
Change to cancellation deadline with effect from 1 January 2026
From 1 January 2026, ArboNed is extending the cancellation period for consultations and appointments from 24 hours to two working days. We are making this change so that we can make better use of freed-up time. That way, we can use our consultation hours more efficiently, for you and for other clients. Please note that only the employer can cancel an appointment, and we must always be notified in writing.
The change will be included in our general terms and conditions and terms of cooperation from 1 January 2026. Therefore, on this page you will temporarily find two versions of these documents: one valid until 1 January 2026 and one valid from 1 January 2026.
Am I obliged to give the (company) doctor access to my business?
Yes, to gain a good insight into your business operations and engage with your employees, you are obliged by law to give the (company) doctor unrestricted access to your business at all times. We try to give reasonable notice of our intention to visit your company. We will observe any reasonable security measures.
Can my employee visit the (company) doctor even if they are not ill?
The Working Conditions Act states that you must ensure that your employee can visit the (company) doctor without your prior consent if they have any questions about their health in relation to work, even if they are not yet absent or do not yet have any complaints. Such a visit is called the open consultation hour, also known as working conditions consultation or preventive consultation hour. As an employer, you must inform your employees about this. The consultation hour is expressly not intended for the treatment of medical, non-work-related issues. To do so, the employee must visit their own GP or medical specialist.
An open consultation hour can be scheduled by calling the regular contact at ArboNed. Your employee must be able to submit an application to us anonymously.
Employee data will be kept confidential. No information will be shared with the employer without the employee's consent.
Am I obliged to let ArboNed support me in my statutory health and safety tasks if I have a basic contract with ArboNed?
Yes. As an employer, you are responsible for ensuring that your employees can do their jobs safely and healthily. If you use the 'safety net scheme', the employer enters into a contract with one certified occupational health and safety service. Under the safety net scheme, the employer arranges health and safety matters through a certified occupational health and safety service.
If your organisation has entered into a basic contract with ArboNed, you comply with the requirements of the Working Conditions Act regarding the performance of your statutory duties based on the ‘safety net scheme’. In concrete terms, this means that ArboNed (as a certified occupational health and safety service) supports you in the occupational health and safety tasks below, exactly as the law also requires. This means that you are now allowed to procure these occupational health and safety services from another service provider.
ArboNed can deploy several experts (the company doctor, the occupational hygienist, the safety expert and the occupational and organisational expert) for this purpose.
- Absence and rehabilitation activities.
- Reviewing and advising on your Risk Assessment and Evaluation (RAE).
- Conducting a preventive medical examination (PME or POHE) among your employees.
- Conducting pre-employment physical examinations (if applicable).
- Offering the possibility of consulting the (company) doctor (for example, during the (company) doctor’s open consultation hour).
- Workplace visits: the (company) doctor must be free to visit any workplace.
Tailor-made scheme
If you opt for the tailor-made scheme, you decide how and by whom you receive expert assistance in the field of absence support. For example, you can choose to hire independent company doctors. In this situation, you yourself are responsible for coordination between those experts and the occupational health and safety service, as for example in the case of a rehabilitation programme or a Preventive Medical Examination. The contracts with experts and the occupational health and safety service must satisfy statutory and professional standards. The 'tailor-made scheme' can only be used if an employer meets specific conditions.
- This animation explains for which tasks expert support is mandatory. The differences between the tailor-made scheme and the safety net scheme are also discussed: https://www.arboportaal.nl/onderwerpen/maatwerkregeling-en-vangnetregeling
What other professionals does a company doctor work with?
Task delegation is always tailor-made. For each employee, the (registered) company doctor and the doctor (basic doctor training for company doctor under the supervision of a company doctor) can determine whether it is desirable and possible to delegate tasks. Within ArboNed, the regular contact – the rehabilitation and prevention consultant or process director – and the company doctor's practice nurse can take over tasks from the (company) doctor. Within ArboNed, we have made agreements about in which situation the (company) doctor cannot delegate directly. This means that your employees always keep the option of consulting the company doctor in person. The (company) doctor always remains involved in absence support, preventive examinations and advice to employees. Find out more at: https://www.arboned.nl/taakdelegatie
Additional documents
ArboNed has obtained a licence from IT&Care to make the 'Vandaag' online absence portal available to its customers. The user agreement describes the rights and obligations of you as a user of the Vandaag online absence portal.
As a customer of ArboNed, you provide your employees' data needed for absence support. ArboNed uses the software of IT company IT&Care (like ArboNed, part of HumanTotalCare) for this purpose. The data is delivered to IT&Care via the 'Vandaag' online absence portal. Because IT&Care, as 'processor', processes personal data on your behalf as 'controller', the applicable legislation dictates that agreements must be made about such processing. Accordingly, you enter into a 'processing agreement' with IT&Care (in line with the 'the sick employee' policy rules of the Autoriteit Persoonsgegevens (AP, the Dutch data protection authority), April 2016).
If you wish to use direct debit, please download this form. Email the completed and signed form to info@arboned.nl. You can do so if you are already an existing customer or if you take out an absence subscription with us.
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