Identity of the data controller
The notaries at ACTALYS Notaires Associés srl are responsible for processing your personal data within their firm.
ECB number: 0831.909.513
Address: Boulevard de Waterloo 16, 1000 Brussels
Identity of the Data Protection Officer ("DPO")
The "Notarial profession shared DPO department" at Privanot asbl has been appointed by the data controller as data protection officer.
ECB number: BE0749.562.550
Address: rue de la Montagne 30, 1000 Brussels
Processing - As a public official, the Notary is required to collect and use personal data about you in order to carry out his activities.
Your personal data is either collected directly from you or taken from official databases. Because they exercise a parcel of public authority, notaries have access to various sources of authentic data that are strictly governed by specific legislation.
Data - By "personal data" we mean "any information relating to an identified or identifiable natural person, directly or indirectly, in particular by reference to an identifier, such as a name, an identification number, location data or an online identifier". This includes identification data (surname, forename, marital status, national registration number, date and place of birth, etc.), contact data (address, telephone number, etc.), economic and financial information (bank details, etc.), data relating to deeds executed in the notary's office and data relating to family, social, tax and other circumstances that the notary is required to collect about you from official sources and government departments.
Purposes - The Notary collects and processes personal data in order to guarantee the legal security of transactions whose authenticity he ensures, and to manage the files entrusted to him.
Your personal data processed by the Notary may be communicated to other persons ("recipients") and, in particular :
legally authorised partners such as public services and notarial institutions for storing copies of documents and their metadata as part of electronic registration and for entering your data in the central registers of notaries (e.g. register of marriage contracts, register of wills, register of power of attorney contracts, register of declarations relating to the appointment of a trustee or a person of trust);
to the Fédération Royale du Notariat belge asbl (Royal Federation of Belgian Notaries) in respect of data relating to immovable property for recording in a notarial database intended to produce statistics and to enable notaries to assess the value of immovable property in the course of their activities;
in general, to the Fédération Royale du Notariat belge asbl for statistical and scientific research purposes;
the other notaries involved in your case;
to the banks involved in your application;
to other recipients, for the management and continuity of files, such as suppliers of file management software and suppliers of business intelligence software, with a view to improving the services provided to customers.
This data must be communicated to these various recipients to enable the Notary to comply with the legal obligations to which he is subject and to manage your file correctly.
Scope - The processing of personal data carried out by the Notary is subject to the provisions of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 entitled "General Data Protection Regulation".
These regulations apply both to data processed electronically and to data contained in paper files and documents in the notary's office, provided that these files or documents are "structured according to specific criteria”. Personal data contained in electronic and paper files, in wills and in authentic instruments is therefore protected by the said Regulation.
Lawfulness - The processing of personal data carried out by the notary is considered to be lawful where it is, in most cases, necessary to comply with a legal obligation to which the notary is subject (such as those arising, for example, from legislation relating to the prevention of money laundering) or necessary for the performance of a task in the public interest with which the notary is entrusted.
In other cases, it is the necessary nature of the processing in the context of the performance of a contract or pre-contractual measures to which you are a party, or the Notary's legitimate interest in improving the services rendered in the case of the use of business intelligence software, which constitute the basis for lawfulness.
Retention period - By virtue of the principle of limiting the retention of personal data, such data may only be retained for as long as is necessary for the fulfilment of the intended purpose, in accordance with the laws applicable to the case in question and the limitation periods for real and personal actions. Files are destroyed after a maximum of 30 years and deeds are sent to the Kingdom's Archives after a maximum of 75 years, with the exception of wills, which may be kept for a longer period.
Security measures - The Notary takes various appropriate technical and organisational measures to guarantee a level of security appropriate to the risk to your data. In particular, the Notary ensures that access to your data by his employees and any subcontractors he may call upon is secure, that his computer network and servers are protected, and that the maintenance and destruction of your data is supervised, etc.
These measures will be reviewed every three years by the aforementioned DPO, by means of a technical and procedural audit of its study with regard to the principles of the RGPD.
Rights of data subjects - Under these regulations, as a data subject to the processing of personal data by the Notary, you have a right to transparent processing of your data, a right to information and a right of access.
Under certain conditions and in strictly defined cases, you also have the right to rectify and delete data concerning you, as well as the right to object to its use and the right to limit its processing.
You may exercise your rights directly with the Notary or with the Data Protection Officer appointed by the Notary ("Département DPO mutualisé du Notariat" with Privanot asbl, info@privanot.be).
Finally, if you consider that your rights have not been respected in accordance with the Regulation, you are entitled to lodge a complaint with the Supervisory Authority (Belgian Data Protection Authority, rue de la Presse 35, 1000 Brussels) or to take legal action.
* If you have any questions, please contact the Data Protection Officer appointed by the Notary at the following address: info@privanot.be.
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