Privacy Policy
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Introduction
This Privacy Policy is established by FRÉDÉRIC DECHAMPS SRL, with its registered office at Rue de Wansijn 53, 1180 Uccle, registered with the Crossroads Bank for Enterprises under No. 0470.550.661 (hereinafter “we,” “our,” “Lex4u”).
This policy reflects our commitment to acting with complete transparency, in compliance with the Law of July 30, 2018, on the protection of natural persons with regard to the processing of personal data, and Regulation (EU) 2016/679 of April 27, 2016, on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (hereinafter the “GDPR”).
The purpose of this policy is to explain how we collect, use, and store your personal data. It is important for you to understand that data protection and respect for your privacy are core values for us, and that we are committed to processing and protecting everyone’s personal data.
By “personal data,” we mean all personal data concerning you, that is, any information that allows you to be identified, directly or indirectly, as a natural person.
This policy applies when you visit our website hosted at https://lex4u.com (hereinafter the “website”), when you contact us, or when you entrust a case to us.
We reserve the right to modify the provisions of this policy at any time. Any changes will be posted directly on our website.
If you wish to provide feedback on any of the practices described below, you may contact us at the addresses listed in the “How to Contact Us” section of this policy.
Who is affected by the processing of personal data?
The individuals affected by the processing (hereinafter, “you”) are all persons whose personal data we process. In connection with this data processing, Lex4u will always act as the “data controller” within the meaning of Article 4.7 of the GDPR.
As part of our business activities, we process personal data from several types of individuals:
- Our clients: The data you provide to us and the data we receive from opposing parties regarding you are processed as part of the management of your case and certain personal data processing activities;
- Other parties to a case: As part of the management of a case, we may need to process your personal data;
- Job applicants: If you send us your resume or contact us in connection with a job application, we will also process your personal data;
- Website users: When you visit or interact with our website, we process personal data for various purposes;
- Our suppliers: When we use your services, we must process certain personal data in order to manage this relationship.
Processing of Personal Data and Legal Bases
“Processing” means “any operation or set of operations, whether or not by automated means, performed on personal data or sets of personal data.”
Such processing includes the following actions: collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure, or destruction.
The GDPR authorizes the processing of personal data provided that it is based on one of the legal grounds set forth in Article 6.
In the course of our activities, four legal grounds may justify the processing we perform on your personal data:
- Consent: The data subject has consented to the processing of their personal data for one or more specific purposes;
- Contract: The processing is necessary for the performance of a contract to which the data subject is a party or for the implementation of precontractual measures taken at the data subject’s request;
- Legal obligation: The processing is necessary for compliance with a legal obligation to which the data controller is subject;
- Legitimate interests: The processing is necessary for the purposes of the legitimate interests pursued by the data controller or by a third party, unless the interests or fundamental rights and freedoms of the data subject that require protection of personal data prevail, particularly when the data subject is a child.
For what purposes do we process your personal data?
The GDPR also requires that personal data be processed only for specific, explicit, and legitimate purposes (Article 5.1(b)).
Accordingly, we process your personal data for the following purposes:
1. Case Management
Contractual Representation or Consulting Assignment
Relevant data
Last name, first name, photograph, occupation, domicile or residence, phone number, email address, date and place of birth, marital status, national registry number and ID card number, bank account number, correspondence, various supporting documents, court documents, etc.), criminal convictions, criminal offenses, or related security measures
Legal basis(es)
The processing is necessary for the performance of the contract, namely the assignment entrusted to us, or for the implementation of pre-contractual measures taken when you are considering entrusting us with this assignment (Art. 6.1(b) of the GDPR)
The processing of certain data is also necessary for the fulfillment of certain legal and ethical obligations on our part, such as verifying the absence of conflicts of interest (Article 6(1)(c) of the GDPR).
The processing of sensitive data may be necessary for the establishment, exercise, or defense of legal claims (Article 9.2(f) of the GDPR).
If you are a party to a case other than our client, the processing of your data is necessary to comply with our legal obligations (Article 6(1)(c) of the GDPR), or is based on our legitimate interest and that of our client in defending their interests (Article 6(1)(f) of the GDPR)
Retention Period
Data related to your case is retained for a period of 5 years following the completion of the assignment or case.
Recipients
This data may be disclosed to other parties or their attorneys, courts, experts, notaries, advisors, mediators, arbitrators, bailiffs, banks, or insurance companies.
In addition, this data is disclosed to our service providers (IT and other service providers) and subcontractors.
2. Supplier Contract Management
Data in Question
Identification data (last name, first name, email address, mailing address, phone number, business registration number, VAT number), invoices issued and payments, your financial data (bank, account number), and any other data you provide in connection with the management of our contractual relationship.
Legal Basis(es)
The processing of this data is necessary for the performance of the contract (Article 6.1.b of the GDPR).
Retention Period
Your data related to our supplier contracts is retained for a period of 10 years following the termination of the last contract between us.
Recipients
This data may be disclosed to the tax authorities.
In addition, this data is disclosed to our service providers (IT service providers and others) and subcontractors.
In the event of a dispute, they may be disclosed to an attorney, to the other parties or their attorneys, to the courts, to experts or technical advisors, notaries, mediators, arbitrators, bailiffs, banks, or insurance companies.
3. Accounting
Administrative, accounting, and tax management of your account
Data involved
Identification data (last name, first name, email address, mailing address, phone number, business registration number, VAT number), invoices issued and payments, and your financial data (bank, account number).
Legal basis(es)
The processing of this data is essential for the performance of the contract (Article 6.1.b of the GDPR), in particular for invoicing our services.
The processing of this data is also necessary to fulfill our legal obligations, particularly under the Economic Law Code and the VAT Code regarding tax and accounting matters (Article 6.1.c of the GDPR).
Retention Period
Your personal data related to our tax and accounting management is retained for a period of 10 years following the completion of the assignment or case.
Recipients
This information may be disclosed to the tax authorities.
In addition, this information is disclosed to our service providers (IT service providers and others) and subcontractors.
4. Recruitment
Application Management
Data in Question
Identification data (last name, first name, email address, mailing address, phone number, date of birth, and any other personal data provided as part of the application process (resume, cover letter, etc.)).
Legal Basis(es)
The processing of this data is necessary for the performance of a contract and for pre-contractual measures (Art. 6.1.b) GDPR).
The retention of this data may also be based on your consent (Art. 6.1.a) GDPR).
Retention Period
Your personal data related to your application is retained for a maximum period of 3 months.
If you expressly give your consent, we may retain this data for a maximum of 2 years.
Recipients
This data may be disclosed to the tax authorities.
In addition, this data is disclosed to our service providers (IT service providers and others) and subcontractors.
5. Promotion
Information for (former) customers regarding our news, training programs, or any other services
Data in question
Identification data (last name, first name, email address, mailing address) and occupation.
Legal basis(es)
This data is processed based on our legitimate interest in promoting our services to our customers and individuals accessing our services (Art. 6.1.f of the GDPR).
Retention period
The data concerning you in connection with this processing will be retained until you exercise your right to object (see below).
Recipients
This data is disclosed to our service providers (IT service providers and others) and subcontractors.
6. Anti-Money Laundering
Data in Question
Identification data, information regarding your identity and copies of identification documents, your company’s shareholder structure and articles of incorporation, as well as—if required by law—the individual assessment of ML/TF risks and the due diligence measures taken.
Legal Basis(es)
The processing of this data is necessary to fulfill our ethical and legal obligations, in particular under the Law of September 18, 2017, on the Prevention of Money Laundering (Article 6.1.c of the GDPR).
Retention Period
Your data related to our anti-money laundering efforts is retained for a period of 10 years following the completion of the assignment or case.
Recipients
This data is shared with our service providers (IT service providers and others) and subcontractors.
This data may be transmitted to the President of the Bar or the supervisory authority, as well as to another attorney if necessary.
7. Legal Disputes Arising from Our Liability
Defending our interests in court in connection with a dispute related to our services or other matters
Data in question
Last name, first name, image, occupation, domicile or residence, phone number, email address, date and place of birth, marital status, national registry number and ID card number, bank account number, correspondence, various supporting documents, court documents, etc.), criminal convictions, criminal offenses, or related security measures
Legal basis(es)
The processing of this data is based on our legitimate interest in safeguarding our interests (Article 6(1)(f) of the GDPR).
The processing of sensitive data may be necessary for the establishment, exercise, or defense of legal claims (Article 9(2)(f) of the GDPR).
Retention Period
Data concerning you related to our management of potential litigation is retained for a period of 10 years following the completion of the assignment or case.
Recipients
This data is disclosed to our service providers (IT service providers and others) and subcontractors.
This data may be disclosed to our attorney, to other parties or their attorneys, to courts, to experts or technical advisors, notaries, mediators, arbitrators, or bailiffs, as well as to banking or insurance institutions.
8. Ranking / Customer Feedback / Public Procurement
Use of our contractual relationship or your feedback to promote our services or respond to a public procurement bid
Data involved
Last name, first name, profession, title, email address, and the subject of the case
Legal basis(es)
The data is processed based on your consent (Article 6(1)(a) of the GDPR).
Retention period
Your data will be retained until you withdraw your consent.
Recipients
This data is shared with our service providers (IT and other providers) and subcontractors.
This data may also be shared with individuals authorized to receive public procurement bids and private offers for legal services, or published on our website.
9. Training
Use of Your Data to Organize, Monitor, and Promote Our Training Programs
Data in Question
Last name, first name, profession, title, email address, professional identification number, image.
Legal Basis(es)
The data is processed based on your consent (Art. 6.1.a of the GDPR).
The processing is also necessary for the performance of the contract between us regarding the training provided (Article 6(1)(b) of the GDPR).
Retention period
We retain your contact information for this purpose for one year after the training. This period may be extended if you wish to have your participation in our training recognized to fulfill your legal or professional training obligations.
Recipients
This data is shared with our service providers (IT service providers and others) and subcontractors.
This data will also be shared with your company or any other professional organization, as applicable, in the event of recognition or issuance of a certificate of participation.
10. Cookies
Use of cookies or other trackers on our website
Data concerned
Electronic identification data and other data in accordance with our cookie policy
Legal basis(es)
The data is processed based on your consent (Art. 6.1.a of the GDPR).
Certain cookies may be necessary for the performance of the service and the presentation of the website (Article 6(1)(b) of the GDPR).
Retention Period
Each cookie has an expiration date, which we invite you to review in the cookie policy. However, cookies generally have a maximum duration of 13 months.
Recipients
This data is shared with our service providers (IT service providers and others) and subcontractors.
The exact list of recipients is included in the Cookie Policy.
What are your rights regarding personal data?
Your rights under the GDPR allow you to maintain control over how we use your personal data and are described below:
How can you exercise your rights?
If you wish to exercise any of your rights, you can contact us in a variety of ways, at any time, easily and free of charge:
By email : info@lex4u.com
By mail: Rue de Wansijn No. 53, 1180 Uccle
In order to help you exercise your rights, and when the circumstances warrant it, we must take all reasonable steps to verify your identity. Accordingly, if there is reasonable doubt regarding your identity, we may ask you to verify your identity by providing us with additional information.
If you do not provide us with this additional information to verify your identity, we are not required to act on your requests to exercise your rights, as we are unable to identify you.
We are committed to responding to you as soon as possible and, at the latest, within thirty (30) days of receiving your request.
This deadline may be extended by up to two (2) months if your request is complex and/or we are experiencing a high volume of requests. Should such a situation arise, we will inform you of the reasons for the delay.
Data Location and Protection
We implement appropriate technical and organizational measures to ensure an adequate level of security in the processing of your personal data, in particular against the loss, theft, misuse, or alteration of the information received, as well as unauthorized disclosure or use. This level of security is determined based on the risks posed by the processing and the nature of the data to be protected.
In the unlikely and unfortunate event that your personal data under our control is compromised due to an information security breach, we are committed to acting promptly to identify the cause of the breach and take appropriate remedial measures.
If necessary, in accordance with applicable law, we will notify you of this incident.
With certain exceptions, we do not transfer your data outside the European Economic Area. However, if certain processing activities involve transfers outside the EEA, we will ensure that these transfers are subject to an adequate level of protection.
Would you like to file a complaint with the data protection authority?
If you believe your rights have not been respected, we recommend that you contact us directly.
However, you may also file a complaint with the Data Protection Authority, whose contact information is as follows:
Address:
Data Protection Authority,
Rue de la Presse 35,
1000 Brussels
Phone:
+32 2 274 48 00
Email:
contact@apd-gba.be
For more information on complaints and available remedies, please visit the Data Protection Authority’s website:
https://www.autoriteprotectiondonnees.be.
In addition, you always have the option of filing a complaint with the Brussels Court of First Instance.
Applicable Law and Jurisdiction
This policy is governed by Belgian law.
Any dispute regarding the interpretation or enforcement of this policy shall be governed by Belgian law and shall fall under the exclusive jurisdiction of the French-speaking courts of the judicial district of Brussels.
Modification
This policy may be subject to corrections, additions, or changes at any time and for various reasons. The most current version is always available on our website. We encourage you to review it regularly.
Last updated on October 3, 2023