At Arteo, we take your privacy seriously. This policy is designed to help you understand what personal data we collect, why and how we use it and who we share it with. It also explains the rights you have in connection with your personal data, including how to contact us or to make a complaint.
2. WHO IS RESPONSIBLE FOR THE PROCESSING OF YOUR PERSONAL DATA?
The entity controlling the processing of your personal data is Arteo Law SRL (“Arteo”, “us”, “we”). Arteo is a Belgian company with limited liability whose main registered office is located at 1000 Brussels, rue de la Bonté/Goedheidsstraat 5. Arteo is registered in the Business Register under number 0736.373.124.
For any questions relating to this policy or to exercise your rights regarding your personal data, you may contact us via mail on the above address or via the following email address: email@example.com.
3. WHY DO WE PROCESS YOUR PERSONAL DATA?
Arteo processes the personal data of its clients, the employees or other self-employed co-workers of its clients or contacts of its clients of which Arteo receives the personal data via its clients, for the following purposes:
- to provide you with our legal services as requested by you, i.e. legal advice, proceedings, arbitration, transactional work, etc.; to exchange information with you and to answer your questions (via mail, e-mail, telephone, etc.) in relation to the provision of our legal services to you, i.e. to ask for, receive and discuss your instructions, to keep you informed about the status of your file, to take the necessary steps towards third parties, authorities and other,
- to comply with our legal obligations, among others, our obligations under the Anti-Money Laundering legislation,
- to keep you informed about the latest legal news and insights relevant to your business via our newsletters and invitations to our seminars, to keep our database up to date, to use the information provided by you to better understand you and to improve our mailings and service offering,
- for invoicing, administrative and other purposes.
4. WHAT IS OUR LEGAL BASIS FOR PROCESSING YOUR PERSONAL DATA?
If you are a client, the processing by us of your personal data is necessary for the performance of the contract, regarding the provision of Arteo’s legal services to you, to which you and Arteo are parties.
Arteo also processes your personal data to comply with its legal obligations to which Arteo is subject, among others the legal obligations imposed by the Anti-Money Laundering legislation.
If you are an employee or self-employed co-worker of our client and our client has indicated you as its contact person, we process your personal data on the basis of our and our client’s legitimate interest to interact in relation to our legal services.
If you are a contact of our client and we have received your personal data from our client, e.g. because you are an expert, a supplier, an accountant or you work together with our client in one way or another, we also process your personal data on the basis of our and our client’s legitimate interest to better organize our legal services to our clients.
We believe that our or our client’s legitimate interest to process the personal data concerned is not overridden by your interests or fundamental rights and freedoms. If you disagree with our point of view and do not want your personal data to be processed for the above purposes, please contact us at firstname.lastname@example.org as you have the right to oppose to such processing (see below: What are your rights?).
As we have received your personal data to provide you with our legal services, we believe it is also in Arteo’s legitimate interest to process your personal data to send you our newsletters and invitations to our seminars. As such, we keep you informed about the latest legal developments as well as all relevant information about Arteo itself, e.g. its functioning, new joiners, areas of legal services provision, etc. You can object to the processing of your personal data for this purpose at any time and free of charge by clicking on ‘unsubscribe’ at the bottom of each newsletter or invitation. In such a case, we will remove you from our mailing list.
5. WHAT TYPE OF PERSONAL DATA DO WE COLLECT?
We process the following personal data:
- name, surname, job title, company name, company address, legal entity, email address, (mobile) phone and fax,
- nationality, ID-card, national number, VAT number, bank account details, business register number,
- preferred language, specific areas of interests, memberships, industry sectors, etc.,
- matter or company related information: matter related information may include personal data of other natural persons. We do not process these personal data in a separate database. These personal data are part of the files processed in Arteo’s document management system. Given our professional secrecy obligation as lawyers, Arteo is exempted from informing the persons concerned about this processing.
The provision of some of your personal data may be a legal requirement and/or a requirement necessary to enter into a contract with Arteo. Not providing them may result in not entering into the contract with Arteo, or not enabling Arteo to provide its legal services.
6. WHO DO WE SHARE YOUR PERSONAL DATA WITH?
As a general rule, we do not share your personal data with third parties.
In certain cases, we may do so:
- when required by law or by court order,
- when in relation to the services we provide, we may have to share your personal data with official authorities, experts, bailiffs, notaries, etc. in Belgium or abroad, if instructed as such by the client,
- when useful or necessary for the purpose, to processors that process on our behalf, i.e. to perform certain (processing) activities, e.g. organizing mailing campaigns or events or to IT, hosting and communications service providers,
In such a case we conclude a processing agreement with these parties that have access to your personal data for the performance of their services,
- 4. for the purpose of our internal organization, to be able to work with other partners, associates and Arteo personnel to provide you with the legal services you ask us to provide.
7. HOW LONG DO WE KEEP YOUR PERSONAL DATA?
We process your personal data for as long as necessary for the provision by Arteo of the legal services requested by you.
After our contractual relationship is terminated, we will process these personal data for as long as is necessary for tax, accounting or other legal requirements.
We will process your personal data to keep you informed about any legal news or insights relevant to your business via Arteo newsletters or event invitations until you object to the processing of your personal data for this purpose. In such a case, we will immediately remove your personal data from our mailing lists.
This removal will not impact Arteo’s processing of your personal data for the purpose of providing you legal services.
8. WHAT ARE YOUR RIGHTS?
You have a number of rights in relation to the personal data we process on you, including:
- Right of access : you have the right to ascertain what type of personal data we hold about you, how we process your personal data, and to a copy of your personal data.
- Right to rectification : you have the right to have any inaccurate personal data which we hold about you updated or corrected.
- Right to erasure : in certain circumstances you may request that we delete the personal data that we hold on you.
- Right to restriction : you have the right to request that we stop using your personal data in certain circumstances including if you believe that the personal data we hold about you is inaccurate or that our use of your personal data is unlawful. If you validly exercise this right, we will store your personal data and will not carry out any other processing until the issue is resolved.
- Right to object : where we rely on our legitimate interests to process your personal data, you have a right to object to this use.
- Right to portability : you may request us to provide you with certain personal data which you have given us in a structured, commonly used and machine-readable format and you may request us to transmit your personal data directly to another data controller where this is technically feasible.
To exercise your rights regarding your personal data, you may contact us via the following email address: email@example.com.
We may request that you provide proof of your identity for security reasons and in order to prevent the unauthorised disclosure or misuse of personal data.
Within maximum one month after receipt of the request, Arteo will process the respective requests. If Arteo has legitimate reasons not to grant the request, it will contact the person in question and motivate its decision.
In case of direct marketing, we will remove your personal data upon your request and free of charge.
9. QUESTIONS AND COMPLAINTS
If you have any questions, remarks or complaints in relation to this policy or how Arteo processes your personal data, do not hesitate to send an email to firstname.lastname@example.org.
If you have any complaints about the way Arteo processes your personal data, you can file a complaint with the Belgian Data Protection Authority (www.dataprotectionauthority.be).