Publication date: 15 January 2025
Caluwaerts Uytterhoeven BV (hereinafter: ‘we’, ‘us’) attaches great importance to the secure, transparent and confidential collecting and processing of your personal data. In particular, we want to protect your personal data against, among other things, loss, leaks, errors, unauthorised access or unlawful processing.
We therefore make every effort to protect your privacy and your personal data in accordance with the applicable data protection legislation, including the General Data Protection Regulation (EU) 2016/679 (‘GDPR’) and national implementing legislation.
Through this privacy statement, we wish to inform you about who processes your personal data (who we are), which personal data we collect from you, for what purposes we will process this data, on what legal ground we base this processing, to whom your personal data may be transferred, how long we retain your personal data, how we protect your personal data and what rights you have regarding the processing of your personal data.
You are therefore kindly invited to carefully read this privacy statement and take note of its content. Possible future changes cannot be ruled out. We therefore ask you to read this privacy statement on a regular basis to stay informed of potential changes.
Caluwaerts Uytterhoeven BV under Belgian law, with registered office at Potvlietlaan 6, 2600 Antwerp, and registered in the Crossroads Bank for Enterprises under number 0766.553.584.
In the context of our activities, we collect, use, store, share or otherwise process personal data. Under the applicable data protection legislation, we qualify as a ‘data controller’ with regard to this personal data.
In the context of our activities, we may collect personal data from (employees of) our clients, (contact persons of) our service providers, prospects, visitors of our website, persons who provide us with their contact details, job applicants and people who come into contact with us in any other way.
We may collect the following personal data from you, insofar this personal data is relevant for the purposes for which we need it, as further explained in this privacy statement.
If certain data is mandatory and other data is optional, this will be clearly indicated so that you can choose whether or not to provide us with your personal data.
When you are (an employee of) a client
| Identification and contact details |
Personal identification details: first name and surname, company name (if applicable), company registration number (if applicable), address, telephone/mobile number, email address. |
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File number that we assign to you. |
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Financial details |
Identification and bank account numbers. |
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Financial transactions: amounts you owe and have paid, overview of payments, etc. |
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Occupation and position |
Employer, title and job description |
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Other |
Other information that you provide to us. |
When you visit our website
| Identification and contact details |
Electronic identification data: IP addresses, information collected through cookies (read our Cookie Policy below). |
When you are (a contact person of) our service provider
| Identification and contact details |
Personal identification details: name, company name, company registration number, address, telephone/mobile number, email address. |
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Financial details |
Identification and bank account numbers. |
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Financial transactions |
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Occupation and position |
Private individual or company, VAT number if applicable, employer, title and job description. |
When you contact us
| Identification and contact details |
Name, company name (if applicable), telephone/mobile number, email address. |
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Other |
Content of your message(s), other information you provide yourself. |
We may use the aforementioned personal data for the following purposes:
To draw up and execute the agreement concluded with you, including the judicial and extrajudicial representation and protection of your interests;
For customer management;
To comply with the legal obligations to which we are subject;
For the management of (invoicing) disputes and claims;
For the management and optimisation of (among other things, the functioning and security of) our website;
To follow up on requests and questions submitted through the contact form on our website and to send you the requested information;
To send you important messages;
Direct marketing, such as sending our electronic newsletter.
For your complete information, you can find the legal grounds relevant to these processing operations below:
For the processing of personal data for the handling of questions we receive through the website, we rely on your consent.
For the processing of personal data for our services, customer management and for the follow-up of invoicing, we base ourselves on the necessity fort he execution of the agreement we have concluded with you. If you do not provide us with the necessary personal data, we will not be able to conclude the agreement with you or correctly execute an already concluded agreement.
We base the processing of personal data for any legal obligations incumbent upon us on the necessity of complying with this legal obligation. If you do not provide us with any personal data or provide us with incorrect personal data, we will not be able to adequately comply with this legal obligation that may be imposed upon us.
For the processing of personal data for electronic direct marketing purposes (sending our electronic newsletter), we rely on your opt-in consent. Only if you have clearly indicated that you would like to receive our newsletter will we register you for this purpose. You are completely free to do so.
You have the right to withdraw your consent at any time, without us charging you any costs and without this having any negative consequences for you. You can do this via the opt-out link included in our marketing email or by sending an email to info@legaloffice.be.
In all other cases, or if our client is a legal entity and we process the personal data of the contact person at our client, we base the processing of personal data on the necessity for the representation of our legitimate interests (in particular our interest in contacting our client, contacting prospects and potential customers, the proper functioning of our website, promoting our business in general, both online and offline, to maintain our contacts, etc.). Before processing personal data on this legal basis, we have carried out a balancing test and determined that the protection of your personal data and your other fundamental rights and freedoms are not infringed to such an extent that they override our legitimate interests. In doing so, we take into account the nature of the interest, its binding nature, the consequences of the processing for you, the amount and nature of the personal data collected, the processing we carry out and your reasonable expectations.
We may pass on your personal data to the following parties:
1. Our service providers, who act as ‘processors’ for us, such as IT service providers, PR/marketing service providers, external advisors for the execution of the agreement.
2. Our professional advisors such as external law firms or auditors.
Please note: this list is not exhaustive. There may be other cases where we need to inform other parties in order to provide our services as effectively as possible. We consider this necessary in accordance with our mutual interests.
When transferring data to third parties, we always ensure that we take appropriate protective measures. We work with service providers who process certain data on our behalf. This is done exclusively in accordance with the applicable data protection legislation.
Your personal data will not be lent or sold to third parties for marketing purposes without your prior explicit consent.
In certain cases, your personal data may be transferred to recipients in countries outside the European Economic Area if you have expressly consented to this, if this is necessary for the performance of the agreement we have concluded with you or in your interest, or if there is an important reason of public interest. If your personal data is transferred to recipients in countries outside the European Economic Area for any other purpose, we will always ensure that we take appropriate protective measures.
We do not retain your personal data for longer than is necessary for the purposes for which it is collected and processed (as described above).
Personal data included in accounting, financial or other official documents will be retained for as long as these documents must be retained by law, which is at least 10 years for accounting documents;
Personal data required for the execution and follow-up of a contractual relationship will be retained for the entire duration of that relationship and for 10 years after its termination;
All personal data used for marketing purposes will be retained until you inform us that you no longer wish to receive our emails or it appears that your email address is no longer in use;
With regard to the data of visitors to our website, we refer you to our Cookie Policy, which you can find below.
We will only retain your personal data for a longer period if we are legally obliged to do so or if it is necessary to defend our interests in court (e.g. in the event of a dispute).
More information about our retention periods is available upon request.
Within the limits defined in Articles 15-22 of the GDPR, you have the following legal rights with regard to your personal data:
Right of access: You have the right to obtain confirmation from us as to whether or not we are processing your personal data, to access that personal data, to obtain information about how and why we process it, and to receive a copy of that data.
Right to rectification: You have the right to obtain rectification of your personal data or to request that we complete your personal data if you notice that we are processing incorrect or incomplete data about you.
Right to erasure (‘right to be forgotten’): In certain specific cases, you have the right to obtain data erasure.
Right to restriction: In certain specific cases, you have the right to restrict the processing of your personal data.
Right to data portability: You have the right to obtain the personal data you have provided to us in a structured, commonly used and machine-readable format, and to transfer that personal data to another controller (or have it transferred) if the processing is based on your consent or on a contract and if the processing is carried out by automated means.
Right to object: You have the right to object to the processing of your personal data based on our legitimate interest for reasons related to your specific situation.
Right to object to direct marketing: You have the right to object to the processing of your personal data for direct marketing purposes. This right is absolute – we will therefore always comply with it.
You can exercise the above rights by sending an email to info@legaloffice.be.
The exercise of these rights is, in principle, free of charge. Only in the event of unreasonable or repeated requests we may charge a reasonable administrative fee.
We always endeavour to respond to your requests or questions as quickly as possible. In case of doubt, we may first ask you for additional information or proof of identity to verify your identity.
For further information and advice on the above rights, please refer to the website of the Data Protection Authority: www.gegevensbeschermingsautoriteit.be.
In addition to the aforementioned rights, you also have the right to lodge a complaint with a European supervisory authority regarding the processing of your personal data by us. In Belgium, the supervisory authority is the Data Protection Authority (GBA). You can contact the GBA via contact@apd-gba.be or by post at the following address:
Data Protection Authority
Drukpersstraat 35
1000 Brussels
You may also refer the matter to a court if you believe that you have suffered damage as a result of the processing of your personal data.
We take appropriate technical and organisational measures to ensure a level of security that is tailored to the specific risks we have identified. In this way, we protect your personal data as well as possible against destruction, loss, alteration, or unauthorised disclosure of or access to personal data that is transmitted, stored or otherwise processed.
For example, we use antivirus software that performs regular scans, our firewalls are always up to date and we make regular backups. Our (independent) employees are also bound by a confidentiality obligation and receive regular training on this subject.
If we work with a third party, we make the necessary contractual arrangements to ensure that your personal data is processed securely.
We reserve the right to change this privacy statement at any time. Please therefore consult the latest version of this document regularly. The most recent version of this privacy statement is available on our website at all times.
If you have any questions or concerns about this privacy statement or the processing of your personal data by us, please contact us by email at info@legaloffice.be or by post at the following address:
Caluwaerts Uytterhoeven BV
Potvlietlaan 6
2600 Berchem
Telephone number: +32 448 49 92
Email: info@legaloffice.be