Privacy Statement

Privacy Statement

Introduction

As an accounting firm, we process a significant amount of data. Some of this data pertains to personal information, and in this context, we would like to inform you of the following.

The firm collects and processes identity and contact details received from the client regarding the client themselves, their family members, their employees, their associates, their representatives, and their business relations (suppliers or customers of the client), as well as any other useful contact persons. These personal data are processed by the firm in accordance with Belgian data protection legislation and the provisions of Regulation 2016/679 of April 27, 2016, on the protection of natural persons regarding the processing of personal data and on the free movement of such data, which has been applicable since May 25, 2018 (hereinafter referred to as the ‘General Data Protection Regulation’).

The client is responsible for the accuracy and updating of the personal data they provide to the firm and commits to strictly complying with the provisions of the General Data Protection Regulation concerning the individuals to whom they have provided personal data. The client is also responsible for any personal data they may receive from their customers, employees, associates, and representatives.

The client acknowledges that they have been informed of the details below and authorizes the firm to process the personal data they provide in the context of the services rendered by the firm, in accordance with the provisions contained in this privacy statement.

 

1. Data Controller

The data controller for the processing of personal data is EzAccounting BV.

The registered office of the data controller is located at Krekelheide 14, Hoeilaart, with company number 0774.679.612.

The controller is registered with the ITAA under recognition number 52.366.357.

For any questions regarding the protection of personal data, you can always contact EzAccounting via mail at the above address or via email at info@ezaccounting.be.

 

2. Purposes of Processing Personal Data

2.1 For each processing activity, only the data relevant to the pursued purpose will be processed. Processing consists of any operation (manual or automated) performed on personal data.

These data will only be shared with subcontractors, recipients, and/or third parties as necessary for the aforementioned purposes.

2.2 Generally, the firm processes personal data for the following purposes:

A. Compliance with the Law of September 18, 2017, on the prevention of money laundering and the financing of terrorism and the limitation of cash use (hereinafter: Law of September 18, 2017).

1° In accordance with Article 26 of the Law of September 18, 2017, our firm must collect the following personal data regarding our clients and their representatives: name, first name, date and place of birth, and, where possible, address.

2° In accordance with Article 26 of the Law of September 18, 2017, our firm must collect the following personal data regarding the ultimate beneficial owners of clients: name, first name, and, where possible, date and place of birth and address.

The processing of these personal data is a legal obligation. Without these data, we cannot establish a business relationship (Article 33 of the Law of September 18, 2017).

B. Compliance with obligations towards Belgian authorities, foreign authorities, or international institutions due to legal or regulatory obligations, judicial decisions, or the legitimate interest of the firm. This includes compliance with current and future tax and social laws, requiring us to process personal data in the context of our assignment.

The processing of these personal data is a legal obligation, and without these data, we cannot establish a business relationship.

C. Execution of an agreement related to accounting and tax services. Processing of personal data concerns data of clients themselves, their employees, their directors, and others involved in business activities.

Without the provision and processing of these data, we cannot properly perform our duties as accountants.

D. Direct marketing activities, such as sending promotional or commercial information, including newsletters. Clients can unsubscribe from receiving information or newsletters at any time by sending an email to info@ezaccounting.be.

2.3 The firm collects, records, and uses client data for the following purposes:

  • Establishing and managing the contractual relationship with the client;
  • Analyzing, adapting, and improving the firm’s website content;
  • Executing assignments;
  • Enabling the client to receive messages and information;
  • Responding to information requests;
  • Any other communicative activity towards clients who have given consent;
  • Informing clients about changes on the firm’s website, functionalities, and general terms;
  • Any other reason for which the client has expressly given consent.

2.4 The legal grounds for processing personal data by the firm are:

(i) The client’s consent; (ii) The necessity of processing to execute the client’s request or fulfill a contract with the client; (iii) A legal obligation requiring the firm to collect and store certain client data to comply with legal provisions, including those related to taxes, accounting, and anti-money laundering regulations; (iv) The firm’s legitimate interest in processing the client’s personal data, provided it aligns with the client’s fundamental rights and freedoms.

 

3. Security Measures

The firm has implemented appropriate organizational and technical measures to ensure a security level adapted to the risks associated with data collection and storage. These measures aim to prevent:

  • Unauthorized access to or modification of these data;
  • Misuse or dissemination of these data;
  • Illegal destruction or accidental loss of these data.

All subcontractors engaged by the firm are subject to these procedures.

 

4. Retention Period

4.1 Personal data required by the Law of September 18, 2017, are retained for a maximum of ten years after the end of the business relationship with the client.

4.2 Other personal data are retained only for the periods stipulated by applicable legislation.

4.3 After the specified periods, personal data are deleted unless other applicable legislation requires a longer retention period.

 

5. Rights of Access, Rectification, Erasure, and Objection

5.1 Clients have the following rights regarding their personal data:

  • Right to information about the purposes of processing and the identity of the data controller;
  • Right of access to their collected data;
  • Right to rectification of incorrect or incomplete data;
  • Right to object to data processing;
  • Right to restriction of processing;
  • Right to data portability;
  • Right to file a complaint with the Data Protection Authority.

5.2 To exercise these rights, clients can send a written request, along with a copy of their identity card or passport, to the data controller at info@ezaccounting.be or via mail.

 

6. Complaints

For complaints regarding personal data processing by our firm, you can contact the Data Protection Authority:

Drukpersstraat 35, 1000 Brussels Tel: +32 (0)2 274 48 00 Fax: +32 (0)2 274 48 35 Email: contact@apd-gba.be Website: https://www.gegevensbeschermingsautoriteit.be

 

7. Updates to the Privacy Statement

The firm may modify or adapt this privacy statement, notifying clients via the website or email. Changes may be made to comply with new legislation, recommendations from the Data Protection Authority, or legal decisions.