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Privacy policy

I. INTRODUCTION

  1. This privacy policy explains how Immo Geldhof handles the personal data of its clients who are natural persons, and of all other natural persons who are in contact with Immo Geldhof (hereinafter 'you').

  2. Personal data means any form of information that allows you to be identified, directly or indirectly, as a natural person.

  3. Immo Geldhof attaches great importance to the protection of your personal data and fully respects your privacy. Immo Geldhof therefore handles and protects your personal data in a lawful, fair and transparent manner.

    When processing your personal data, Immo Geldhof naturally complies with the law, currently the Belgian Act of 8 December 1992 and, since 25 May 2018, European Regulation No 2016/679 of 27 April 2016 on data protection (better known as 'GDPR' (in Dutch, 'AVG')), or any other legislative instrument amending it.

    You can obtain more information on the protection of personal data from the Belgian Commission for the Protection of Privacy, called, from 25 May 2018, the Data Protection Authority.

  4. We invite you to read this statement carefully so that you know and understand Immo Geldhof's policy in this area.

    This statement is updated regularly. The most recent version of the statement is available on our website. We will inform you through the usual communication channels if significant changes have been made.

II. WHO IS THE DATA CONTROLLER?

  1. Immo Geldhof, with registered office at Groentemarkt 1, 8400 Oostende, is the data controller for your data.

  2. Immo Geldhof is therefore your point of contact and is the party that must account to the Data Protection Authority for the processing of your personal data. Immo Geldhof determines the purposes for which your personal data are processed, as well as the means used and the characteristics of the processing.

  3. Immo Geldhof may call on specialised service providers to process your personal data on behalf of Immo Geldhof and in accordance with Immo Geldhof's instructions, in line with this privacy policy. Only the personal data that are strictly necessary will be passed on to these service providers (hereinafter the 'processors of Immo Geldhof').

  4. For all questions relating to the protection of your privacy, you can contact the managing director. You can contact him by sending an e-mail to info@immogeldhof.be.

III. WHICH CATEGORIES OF PERSONAL DATA DOES IMMO GELDHOF PROCESS?

  1. Below is an overview of the categories of personal data that Immo Geldhof may process. Other data may also be processed if they are necessary or useful for continuing the contractual relationship with Immo Geldhof.

    The context in which Immo Geldhof obtains or processes these data is also indicated. This table must be read together with the description of the purposes for which Immo Geldhof processes the data.

    Category Examples Context 1/ Identity data of the client / principal (seller or landlord)

    2/ Identity data of the prospective buyer or tenant Name, address, place and date of birth, nationality, landline or mobile telephone number and e-mail address. These data are provided by you and processed when you request information, become a client, conclude a brokerage assignment or register to use the services of Immo Geldhof (online), for any identification or use. These data may be obtained, among other ways, by reading your identity card. Data about the property of the client / principal (seller or landlord) Title deed, planning information extract, soil certificate, inspection certificate for the electrical installation, EPC certificate, information on flood risk, post-intervention file, information on heritage value These data are provided by you, or requested by Immo Geldhof on your instructions from the authorities or technical experts. Data of the prospective tenant relating to a proposed lease Information on occupation and employment, solvency, family situation, salary, etc. These data are collected by means of forms and contracts that you complete at your request. Additional data for concluding a lease or a private sale agreement National Register number These data are provided by you

    The national register number is used only in the cases provided for or required by law. Data of co-owners (or their tenants) Name, address, place and date of birth, nationality, landline or mobile telephone number and e-mail address. These data are provided by you as a co-owner to Immo Geldhof when Immo Geldhof acts as property manager (syndic) Data relating to the performance of the property manager (syndic) services Payment transactions, including names and account numbers, communications and references, card numbers, etc. These data relate to your transactions as a co-owner that are coordinated by the property manager (syndic) Data about Immo Geldhof's dealings with you The information relating to your contacts with Immo Geldhof, by telephone, e-mail, fax, etc., and your interactions on web pages concerning Immo Geldhof, its services or its partners, on social networks, etc. These data come from contacts of any kind between you and Immo Geldhof (at meetings or events, subscription to a newsletter, social networks, etc.) Data about the client's behaviour and preferences Information about your behaviour and preferences regarding the use of communication and relationship channels, information about your personal choices and lifestyle, private or professional projects, hobbies, etc. These data result from choices that you have expressed or analyses carried out by Immo Geldhof in accordance with this statement and its legal obligations.

  2. Immo Geldhof does not process data revealing your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, data concerning health or life, or sexual orientation, genetic data or biometric data.

IV. FOR WHICH PURPOSES DOES IMMO GELDHOF PROCESS YOUR PERSONAL DATA?

  1. Immo Geldhof collects and processes your personal data solely for the purposes described below. Immo Geldhof ensures that only the data that are necessary and relevant for a given purpose are processed.

    Immo Geldhof processes your data in the situations permitted by law, in particular:

    • To comply with the legal obligations incumbent on Immo Geldhof (12.).
    • To perform a contract with you or, at your request, to take certain steps prior to entering into that contract (13.).
    • For the pursuit of the legitimate interests of Immo Geldhof, where those interests are balanced against your fundamental rights and freedoms (14.).
    • In specific cases, with your consent, following a specific and unambiguous request, preceded by clear and comprehensible information; you may withdraw this consent at any time in accordance with the law (15.).

  2. Legal obligations

    Immo Geldhof must comply with legislation that, in specific circumstances, obliges it to process your personal data in the course of its activities. These obligations may mean that Immo Geldhof has to cooperate with the competent authorities and/or third parties, and may transfer certain of your personal data to them.

    These include, among others:

    • The obligation to contribute to the prevention of money laundering and the financing of terrorism.
    • The obligations imposed on a property manager (syndic) regarding the management of jointly owned properties.
    • The obligation to respond to a formal request from Belgian tax and judicial authorities.

    The list of legal obligations for which Immo Geldhof must process your data is not exhaustive and is subject to change.

  3. Contractual relationships between Immo Geldhof and you as a client

    Before concluding contracts, Immo Geldhof sometimes needs to obtain and process certain data, in particular in order to, among other things:

    • Respond to your request.
    • Assist you in providing information and in concluding the contract.
    • Follow up a request, assess suitability and evaluate the risks relating to a possible contract.
    • Carry out your brokerage assignment.

    In connection with ongoing contracts or the management of contracts, Immo Geldhof needs to process a number of data, in particular to comply with administrative and accounting obligations.

    In this context, your data may be transmitted internally within Immo Geldhof to various departments, including those that are not directly responsible for the relationship with you or the performance of a particular contract.

    More specifically, Immo Geldhof processes your data in the performance of contracts as follows:

    • Management of ongoing contracts / services ordered.
    • Central management and overall view of clients.
    • The management of your property.
    • The management of the jointly owned property in which you are a co-owner.

    Immo Geldhof may process your personal data for additional purposes in the context of the relationship with you and the performance of contracts.

  4. Legitimate interests of Immo Geldhof

    Immo Geldhof also processes your data for the pursuit of its legitimate interests. In doing so, Immo Geldhof endeavours to strike a fair balance between the need to process data and respect for your rights and freedoms, including the protection of privacy.

    Personal data are processed, among other purposes, for:

    • Personalising the services of Immo Geldhof.
    • Improving the quality of the service provided to you by:
      • Evaluating and improving processes, including campaigns, simulations and sales, by various means such as statistical analysis, satisfaction surveys and various other research methods.
      • Improving existing products of Immo Geldhof (or products under development), on the basis of surveys of Immo Geldhof's clients, statistics, tests and client feedback via social networks (Twitter, Facebook) linked to Immo Geldhof,
    • Monitoring the activities of Immo Geldhof, including the amount of turnover, the number of appointments at our offices, the number of calls and visits to the Immo Geldhof website, the nature of the questions asked by clients, etc.
    • Preparing studies and statistics, using anonymisation and pseudonymisation of the data subjects.
    • Training our staff by using practical examples as illustrations, including the recording of certain telephone calls.
    • The use of cookies to improve the ease of use of its website for visitors. You will find more information on how cookies work and on the options for limiting and deleting the use of cookies under Article IX. Cookie policy.
    • Retaining evidence (archives).
    • The establishment, exercise, defence and preservation of the rights of Immo Geldhof or of any persons it represents, for example for debt recovery proceedings or disputes.

  5. Specific legitimate interest of Immo Geldhof: direct marketing purposes

    Immo Geldhof carries out client segmentation, in particular according to your needs, in order, for example, to offer you suitable properties and/or services that correspond to your professional and personal situation. To that end, Immo Geldhof may, among other things:

    • Assess the services you already use and your socio-demographic data (age, family composition, income, etc.).
    • Analyse your behaviour via various channels (visits/meetings, e-mails, visits to the website, messages via our website), infer your preferences and thereby personalise the information and the web pages that you have visited.
    • Adapt the advertisements on web pages so that they match the interest you have shown through your behaviour on our website, on social networks, in an office or elsewhere (e.g. at events where Immo Geldhof was present).
    • Simplify the completion of forms by pre-filling certain fields with data already known and asking you to verify the accuracy of these data and update them where necessary.
    • Assess the key moments for which certain services would suit you best.
    • Send you personalised advertisements by post or telephone.

    Immo Geldhof may process your personal electronic contact details (namely your mobile telephone number and e-mail address) in order to send you personal information, advertisements or proposals by direct marketing or newsletters. In this case, Immo Geldhof must first ask for your specific consent.

    By accepting this privacy policy, you give your consent to the processing of your personal data for direct marketing purposes.

V. WITH WHOM DOES IMMO GELDHOF SHARE YOUR PERSONAL DATA?

  1. Immo Geldhof handles your personal data with the greatest care and shares your data only in order to offer you the best services in carrying out its assignment.

    Immo Geldhof may send your data to other entities within its group, in Belgium and abroad, in particular to the other entities of the group that assist Immo Geldhof in the performance, management and control of its activities, including reporting, support and computer security, or in offering specific services and products.

  2. In some cases, Immo Geldhof is required by law to share your data with third parties, including:

    • Public authorities or supervisory authorities where there is a legal obligation to provide information
    • Judicial investigating bodies at their express request

    Immo Geldhof also transfers your data to specific service providers to help with :

    • Designing and maintaining computer equipment and internet applications.
    • Providing advertising and communication services, including online and social network providers.
    • Preparing reports and statistics, printing documents and designing products or services.
    • The marketing of its activities, the organisation of events and the management of client communications.

    Immo Geldhof must also pass your data to online and social network providers, which Immo Geldhof uses to offer advertising services.

    Your personal data may also be disclosed to bailiffs or lawyers in the context of legal proceedings.

    In the cases mentioned above, Immo Geldhof ensures that third parties have only limited access to the personal data needed to perform the specific tasks required. Immo Geldhof will also ensure that third parties undertake to use the personal data securely and confidentially, and to use them in accordance with the instructions of Immo Geldhof and its data protection policy.

  3. Immo Geldhof stores your personal data within the EEA. No data are therefore transferred to countries outside the EEA.

VI. HOW LONG ARE YOUR PERSONAL DATA RETAINED?

  1. Immo Geldhof will not retain your personal data for longer than is necessary for the achievement of the purposes for which the data are collected.

    This period is linked to the legal and tax obligations of Immo Geldhof, as well as the legal need to keep your data beyond the retention period as evidence or to respond to requests for information from the competent authority, for example:

    • 10 years under anti-money-laundering legislation
    • 10 years in connection with the contractual liability of Immo Geldhof
    • 7 years for the accounts and supporting documents of owners' associations (associations of co-owners) in connection with the performance of the task of property manager (syndic)

    Outside these periods, your personal data are deleted or anonymised.

VII. HOW ARE YOUR PERSONAL DATA SECURED?

  1. Immo Geldhof applies strict standards to protect the personal data under its control against unauthorised or unlawful processing and against accidental loss, destruction or damage.

    Immo Geldhof therefore takes technical and organisational measures such as encryption, antivirus, firewalls, access controls and strict selection of staff and suppliers, in order to prevent and detect improper access to, loss of or disclosure of your personal data.

    In the unlikely and unfortunate event that your personal data under the control of Immo Geldhof are compromised by an information security breach, Immo Geldhof will act immediately to identify the cause of such a breach and take action through adequate remedial measures. If necessary, Immo Geldhof will notify you of this incident in accordance with the applicable legislation.

VIII. WHAT ARE YOUR RIGHTS WHEN YOUR PERSONAL DATA ARE PROCESSED?

  1. Right of access, rectification, restriction, erasure, data portability and objection

    For the purposes mentioned above, you have:

    • A right of access to your personal data held by Immo Geldhof. This means that you can ask Immo Geldhof whether it processes your personal data, for what purposes these data are processed, which categories of data are processed, and to whom they are disclosed.
    • A right of rectification if you find that your personal data are inaccurate or incomplete.
    • A right to restriction if, for example, you contest the accuracy of your personal data, for a period that allows Immo Geldhof to verify this.
    • A right to erasure of your personal data. When your contract with Immo Geldhof has ended, you can ask Immo Geldhof to erase your personal data if they are no longer necessary for the purposes for which they were collected. You also have the possibility at any time to request the erasure of personal data that are processed by Immo Geldhof on the basis of your consent (unless Immo Geldhof has another legal basis for the processing) or on the basis of the legitimate interest of Immo Geldhof (unless there are overriding compelling legitimate grounds for the processing). Immo Geldhof may in any event retain these personal data if this is required for evidential purposes in the context of legal claims.
    • A right to data portability of data that you yourself have provided to Immo Geldhof if your personal data are processed on the basis of a contract or on the basis of your consent to the sending of electronic communications, and these personal data are processed by automated means. Under this right, you can ask Immo Geldhof to send your personal data to yourself or to forward them directly to another data controller, insofar as this is technically possible for Immo Geldhof.
    • A right to object to the processing of your data for the purposes stated in Article 14. In that case Immo Geldhof will stop processing your personal data, unless Immo Geldhof demonstrates compelling legitimate grounds that override your interests, rights and freedoms, or where there are grounds relating to the establishment, exercise or defence of a legal claim.
    • A right to object to direct marketing. In Article 15 your consent was requested to process and use your electronic contact details to send you commercial information, advertising or personal proposals (via direct marketing campaigns or electronic newsletters). This applies in particular to communications to your mobile telephone number and e-mail address. You have the right to object to the processing of your personal data for electronic direct marketing and to oppose the future receipt of such advertising. However, the exercise of the right to object cannot prevent Immo Geldhof from contacting you for any other purpose, including a legal obligation or the performance of the contract, in accordance with this statement.

  2. Right to lodge a complaint

    You can exercise your rights by sending a written request by post, dated, signed and accompanied by a copy of your proof of identity, to Immo Geldhof, Groentemarkt 1, 8400 Oostende, or by e-mail to info@immogeldhof.be.

    You can also lodge a complaint with the Commission for the Protection of Privacy, by post at Drukpersstraat 15, 1000 Brussels, or by e-mail at commission@privacycommission.be, or by telephone on +32 2 274 48 00

IX. COOKIE POLICY

  1. When you visit a website or use an application or app of Immo Geldhof, files and technologies may be used that store information on your terminal equipment (PC, laptop, smartphone, tablet, etc.) or that gain access to information already stored on your terminal equipment. These files and technologies may consist of cookies, web beacons, log files, settings and information on your terminal equipment and the like.

  2. The Immo Geldhof website uses the following types of cookies:

    • Functional cookies: These cookies are needed for the basic functionality of the website. They ensure the technical operation of the website and contribute to the ease of use for the visitor.
    • Analytical cookies: These cookies enable us to analyse the use of the site, so that we can measure and improve performance (e.g. Google Analytics).
    • Third-party cookies: Facebook functionalities are included in this website. Immo Geldhof has no influence over the cookies of third parties and the data they process with them. Read Facebook's privacy statement to find out what they do with your (personal) data that they process via these cookies.

  3. You can disable the cookies, web beacons, log files and other files and technologies that Immo Geldhof uses, to the extent and as described below. Deleting and/or refusing cookies, web beacons, log files and other files and technologies may mean that you can no longer use the website optimally.

    The procedure depends on the browser you use and can be found via the links below.