Privacy Notice and GDPR
Privacy Notice and GDPR - Using your personal information
The General Data Protection Regulation (GDPR) applies from 25 May 2018.
Within the framework of GDPR, we store Personal information (data) on a project-related basis, and only for the duration of a project, including the statutory 10-year cover period following Practical Completion.
We do not share these data with others outside our office, or any other third party, except where explicitly agreed by you. If you sign a planning application or other administrative document, your signature is considered to be such an explicit agreement.
FOR CLIENTS :
Clients provide data and information only within the framework of a project, and these data remains within the project records for the period described above.
By entrusting a mission to us, clients are explicitly providing the data necessary for us to carry out that mission, and that for the duration of the mission.
In this context, data usually will mean -
• names
• postal address
• phone numbers
• email addresses
• identity card information
○ iD card number
○ Belgian national number
○ Date of birth
○ Marital status
• Financial information : such as
○ project costs,
○ own capital
○ bank loans,
○ ….
If you choose to withhold any of this information, it may limit the scope of what we can achieve in any mission for you.
If you need any further information please write to us at
Vlaanderveldlaan 20, 1560 Hoeilaart
Purpose :
• Making architectural agreement
• Entering a planning application
• Asking for quotes to contractors
• Following the site
• Handing over the building works
• Sending out office information :
○ NewYear cards
○ Special events of the office.
FOR CONTRACTORS :
We keep the following information and will not share it with others unless mutually agreed :
• names
• postal address
• phone numbers
• email addresses
• identity card information
○ iD card number
○ Belgian national number
○ Date of birth
○ Marital status
• Financial information : such as
○ Bank account details
○ Check RSZ and TAXES
○ VAT number
• Company details.
FOR SUPPLIERS :
We keep the following information and will not share it with others unless mutually agreed :
• Company details.
○ names
○ postal address
○ phone numbers
○ email addresses
○ Bank account details
○ Invoicing details
○ VAT number
○ identity card information
Where, What, Who & How
Where it is stored :
• On the server which is backed up daily and is stored in the office and protected by a burglar alarm.
○ Backups are held by the partners together with their laptops.
• On the partner’s laptop.
In what format it is stored :
• In excel file per projects
• In excel file all together.
• In excel file for projects with written agreements
• In Apple address software per partner which is stored in iCloud. (For iCloud Security see support.apple.com).
Who has access :
• Only the partners have access to all the information.
• The team members for the projects they are working on, but always through the partner.
Who checks the security :
• The partners.
Who informs about any breach of privacy :
• The partners.
How long it is stored :
• For client, per project at least up to the end of the 10-year liability period.
• All other information : indefinite.