Legal information

Statutory name: DEFENSIS
Legal form BV (Private Limited Company)
Registered office: Bergensesteenweg 421, 1600 Sint-Pieters-Leeuw (Belgium)
BTW number: BE 0701.956.831
Register of Legal Entities: Brussels
CBE number: 0701.956.831

This website contains general information about DEFENSIS Law Firm. This site is not intended to provide legal or other advice, and we accept no liability for any damage or loss anyone may suffer by relying on information found on this site. You are welcome to contact us by email, fax, telephone or other means, but please note that such contact does not automatically mean that you are or will become a client of the firm. We only handle cases after express agreements have been made and on the basis of our (general and special) conditions.

This site is protected by copyright.

1. Purpose

The purpose of this Privacy Policy is to explain how DEFENSIS collects, uses, and retains personal data.

In the wording of this Privacy Policy, DEFENSIS refers to DEFENSIS BV, with company number BE 0701.956.831 and registered office at B-1600 Sint-Pieters-Leeuw (Belgium), Bergensesteenweg 421 box 12.

The processing of your personal data is subject to Belgian law and European Regulation no. 2016/679 of 27 April 2016 on the protection of natural persons with regard to the processing of personal data, known as the "GDPR", and any amendments thereto.

Personal data for the purposes of this Privacy Policy is defined as: all information relating to an identified or identifiable natural person ("the data subject”). An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

Please read the Privacy Policy thoroughly. This is regularly updated. The latest version is always available free of charge in Dutch and French on the website www.defensis.be

More general information on the protection of personal data can be obtained from the Data Protection Authority. If you have any questions about the processing of your data, you may contact DEFENSIS at any time. You can find our contact details on the Contact page of this site.

2. Personal data protection in practice

DEFENSIS always processes your personal data with the utmost caution and in secure conditions.
Software packages are always used that are regularly updated, and access to the data is protected by different, regularly changing passwords.
Access to the physical office is restricted to authorised persons only.
Technical and organisational protection measures such as antivirus, firewalls, access controls and the thorough selection of associates, staff and suppliers are used to prevent unauthorised access, loss or disclosure of your data.

3. Rights of data subjects

You have certain rights with respect to personal data processed by DEFENSIS.

You can exercise these rights by sending a dated and signed request by post to DEFENSIS, B-1600 Sint-Pieters-Leeuw (Belgium), Bergensesteenweg 421 box 12, or by email to legal@defensis.be or by phone at +32 (0)2 892 60 70

3.1. Right to information

In this Privacy Policy you are informed about the way DEFENSIS obtains, handles and processes your personal data and the rights you have with respect to the processing of your personal data by DEFENSIS.

You have the right to withdraw your consent to data processing at any time. This does not affect the lawfulness of the data processing up to the moment of withdrawal.

If you have any questions regarding the processing of your data, you may contact DEFENSIS at any time by post at this address: DEFENSIS, B-1600 Sint-Pieters-Leeuw (Belgium), Bergensesteenweg 421 box 12, or by email at legal@defensis.be or by phone at +32 (0)2 892 60 70

3.2. Right of access

You have the right to obtain from DEFENSIS confirmation as to whether or not personal data concerning you are being processed and, if that is the case, to gain access to those personal data and to the following information:
- the purposes of the processing,
- the categories of personal data concerned,
- the recipients or categories of recipients to whom the personal data have been or will be disclosed, in particular recipients in third countries or international organisations,
- where possible, the envisaged period for which the personal data will be stored or, if not possible, the criteria used to determine that period,
- where the personal data were not collected from yourself, any available information as to the source of those data.

You may request DEFENSIS to provide you with a copy of the personal data that are being processed. For any further copies that you request, DEFENSIS may charge a reasonable fee based on the administrative costs. If you make your request by electronic means, and unless you request otherwise, the information will be provided in a commonly used electronic format.

3.3. Right to rectification

You have the right to obtain from DEFENSIS the rectification of inaccurate personal data concerning you or to complete any incomplete personal data concerning you.

DEFENSIS will comply with this request within a period of one month. This one-month period may be extended by two months.

As long as the accuracy of your personal data is disputed and a request for rectification is pending, you may ask DEFENSIS to limit the processing (no processing at all, no sharing with third parties, etc.).

3.4. Right to erasure ("right to be forgotten”)

You have the right to obtain from DEFENSIS the erasure of personal data concerning you. DEFENSIS will erase the personal data without undue delay where one of the following grounds applies:

- the personal data are no longer necessary for the purposes for which they were collected or otherwise processed,
- you withdraw the consent on which the processing is based and there is no other legal ground for the processing,
- you object to the processing and there are no overriding mandatory legitimate grounds for the processing,
- your personal data have been unlawfully processed,
- your personal data have to be erased for compliance with a legal obligation in Union or Belgian law.

These cases do not apply to the extent that processing is necessary:

- for exercising the right of freedom of expression and information.
- for compliance with a legal obligation which requires processing by Union or Belgian law or for the performance of a task carried out in the public interest. 

3.5. Right to object

You have the right to object at any time to the processing of personal data concerning you. DEFENSIS shall no longer process the personal data unless it demonstrates compelling legitimate grounds for the processing which override your interests, rights and freedoms or for the establishment, exercise or defence of legal claims.

3.6. Right to restriction of processing

You have the right to obtain from DEFENSIS restriction of data processing in the following cases:

You contest the accuracy of the personal data, for a period enabling DEFENSIS to verify the accuracy of the personal data.

The processing is unlawful and you oppose the erasure of the personal data and request the restriction of their use instead.

DEFENSIS no longer needs the personal data for the purposes of the processing, but you require them for the establishment, exercise or defence of legal claims.

You have objected to processing pursuant to the previous article, pending the verification whether the legitimate grounds of DEFENSIS override yours.

In these cases, personal data shall, with the exception of storage, only be processed with your consent or for the establishment, exercise or defence of legal claims or for the protection of the rights of another natural or legal person, or for reasons of important public interest of the Union or of a Member State.

If you have obtained restriction of processing, you will be informed by DEFENSIS before the restriction of processing is lifted.

3.7. Right to data portability

You have the right to request DEFENSIS to obtain the personal data communicated by you in a structured, commonly used and machine-readable format and have the right to transmit those data to another controller, where the processing is based on consent and the processing was carried out by automated means.

DEFENSIS will comply with this request within a period of one month. This one-month period may be extended by two months.

4. Reporting of data leaks

Any data leak or breach of personal data shall be reported to the Data Protection Authority within 72 hours. Where exceptional circumstances prevent this time limit from being met, this shall be duly justified.

If the data leak or the personal data breach represents a likely high risk to the rights and freedoms of natural persons, you will be notified of this leak or breach without delay.

This notification will not take place if the leaked data are protected by appropriate technical and organisational protection measures that make the personal data unintelligible to unauthorised persons, such as encryption, if measures were subsequently taken to ensure that the indicated risk to your rights and freedoms is unlikely to occur, or if the notification would require disproportionate efforts. In the latter case, you will be informed as far as reasonably possible by a notice on the website www.DEFENSIS.be.

If you need to be notified of a data leak or a personal data breach, this notification will specify the nature of the breach, the nature of the data in question, contact details for obtaining more information, the likely consequences of the leak or breach, and the measures proposed or taken to address the breach.

5. Data Protection Officer (DPO) and Data Protection Impact Assessment

As DEFENSIS does not systematically process personal data on a large scale, there is no need to appoint a Data Protection Officer.

As DEFENSIS does not process data that are likely to result in a high risk to the rights and freedoms of natural persons, no data protection impact assessment is required.

6. Records of processing activities

DEFENSIS keeps internal records listing the categories of personal data that are processed, the purposes of the processing, the retention period of the data, and who has access to them.

A record is also kept of any data leaks or breaches.

DEFENSIS does not make use of direct marketing.

7. Complaints

In the event of a dispute with respect to the processing of your data, you may always contact DEFENSIS by post at DEFENSIS, B-1600 Sint-Pieters-Leeuw (Belgium), Bergensesteenweg 421 box 12, or by email at legal@defensis.be or by phone at +32 (0)2 892 60 70.

You may also file a complaint with the Data Protection Authority, by post at B-1000 BRUSSELS (Belgium), Drukpersstraat 35, by email at commission@privacycommission.be, or by phone at +32 2 274 48 00.