Privacy statement

version 1 June 2026

1. Introduction

Real estate experts with registered office at Langvoort 17, 2430 Laakdal, Belgium and registered in the Crossroads Bank for Enterprises under enterprise number 0667.567.856 attach great importance to the secure, transparent and confidential collection and processing of your personal data. In particular, we wish to protect the data of, among others, our clients, subcontractors and suppliers against loss, leaks, errors, unauthorised access or unlawful processing. Through this Privacy Statement, we wish to inform you about the collection and processing of your personal data. We ask that you read this Privacy Statement carefully, as it contains essential information about how and why your personal data is processed. By communicating your personal data, you explicitly declare that you have taken note of this privacy statement and you also explicitly agree to it, as well as to the processing itself.

2. Scope

This privacy notice applies to all services provided by us and generally to all activities we carry out.

3. Controller and its commitments

Vastgoed experts, with its registered office at Langvoort 17, 2430 Laakdal, Belgium, and with company registration number 0667.567.856, is the data controller of your personal data. When collecting and processing your personal data, we comply with Belgian legislation on the protection of personal data, as well as the General Data Protection Regulation (“GDPR”) from its entry into force on 25 May 2018.

4. Personal data

Depending on your activities and your relationship with our company, we process the following personal data about you:
- Identification and contact details (surname, first name, address, telephone number, email address, etc.)
Payment details; IBAN numbers, address details,... are kept for 10 years on the basis of a statutory obligation, unless longer is required by ongoing proceedings.
Professional details, job title, company you work for, company address and VAT number.
The data we process is provided directly by you.
When you share third-party personal data with us, you guarantee that you have informed these third parties and obtained consent to share the personal data with us.
For questions regarding the processing of your data, you can always contact dpo@vastgoedexperts.com

5. Processing purposes and legal basis

5.1. Customer data

As part of our services and activities, we collect and process the identity and contact details of our clients and principals, their staff, employees, appointees and other useful contact persons. The purposes for these processing operations are the performance of agreements with our clients, client management, accounting and direct marketing activities such as sending promotional or commercial information. The legal bases are the performance of the agreement, compliance with statutory and regulatory obligations, or our legitimate interest.
This data will be processed for as long as necessary for the performance of our services and customer relationship. Personal data will be deleted 5 years and 6 months after the termination of the customer relationship, unless a longer retention period is required by legal obligations.
As part of our activities as an intermediary for carrying out inspections and related services by our partners, your contact details will be shared with this partner for the execution of the services, as well as for making appointments. The legal basis for this is the performance of a contract. The retention period is 5 years and 6 months after the termination of the customer relationship, unless a longer statutory period is required.
Identification and contact details are also used to schedule and manage appointments. These are processed on the basis of legitimate interest or for the performance of a contract, as applicable.

5.2. Details of suppliers and subcontractors

We collect and process the identity and contact details of our suppliers and subcontractors, as well as any of their (sub)contractor(s), their staff, employees, appointees and other useful contact persons. The purposes of these processing operations are the performance of this agreement, the management of suppliers/subcontractors, accounting and direct marketing activities such as sending promotional or commercial information. The legal bases are the performance of the agreement, compliance with legal and regulatory obligations (such as, for example, mandatory electronic attendance registration, the 30bis declaration of works, the attendance list or other obligations regarding public procurement, etc.). For direct marketing purposes, mailings promoting our services, promotional campaigns, events, etc., we process contact and identification data and professional data. This is based on legitimate interest or consent, whichever is applicable. Any consent given is always voluntary and can be withdrawn at any time free of charge by sending an email to dpo@vastgoedexperts.com. The further processing of your personal data in relation to direct marketing will then be terminated immediately. The data for direct marketing will be processed for as long as the consent is not withdrawn.

5.3. Staff data

We process our employees' personal data as part of our personnel management and payroll administration. Given its specific nature, this processing is regulated more comprehensively in an Employee Data Protection Policy.

5.3.1 Applicants:

We may process applicants' personal data for the following purposes:
Purpose: in the context of recruitment or selection procedures for open positions
Category of data: Identification and contact details, professional details, as well as all documents and information provided by you to us during the application process (cover letter, CV, etc.)
Retention period: max 5 years after notification of not being selected for the position.
To build a recruitment reserve, we retain all information and documents provided during the initial recruitment procedure for 5 years after the initial application has ended. This practice is based on consent, which can be withdrawn at any time, meaning your data will no longer be processed. You can do this by sending an email to dpo@vastgoedexperts.com.
The evaluation of an applicant is retained for 5 years under the legal basis of legitimate interest and not on the basis of consent.

5.4. Other data

Besides the data of customers, suppliers/subcontractors and staff, we also process personal data of others, such as potential new customers/prospects, useful contacts within our industry, network contacts, expert contacts, etc. The purposes of this processing are in the interest of our operations, direct marketing and public relations. The legal basis is our legitimate interest or in some cases the performance of a contract.

6. Duration of processing

The personal data will be stored and processed by us for a period that is necessary in function of the purposes of the processing and in function of the (whether or not contractual) relationship that we have with you. Customer data and data from suppliers or subcontractors will in any case be removed from our systems after a period of 1 month after the termination of the agreement or the project, except for those personal data that we are required to retain for a longer period on the basis of specific legislation or in the event of an ongoing dispute for which the personal data are still necessary.

7. Rights

In accordance and under the terms of Belgian privacy legislation and the provisions of the General Data Protection Regulation, we inform you that you have the following rights:
- Right of access and inspection: you have the right to access the data we hold about you free of charge and to find out what it is used for.
- Right to rectification: you have the right to obtain rectification (correction) of your incorrect personal data, as well as to complete incomplete personal data.
• Right to erasure or restriction: you have the right to request us to erase your personal data or restrict the processing thereof in the circumstances and under the conditions as determined by the General Data Protection Regulation. We may refuse the erasure or restriction of any personal data that are necessary for us to comply with a legal obligation, the performance of the contract or our legitimate interest, and this for as long as these data are necessary for the purposes for which they were collected.
• Right to data portability: you have the right to receive the personal data you have provided to us in a structured, commonly used and machine-readable format. You have the right to transmit these data to another controller.
- Right to object: you have the right to object to the processing of your personal data for serious and legitimate reasons. However, please note that you cannot object to the processing of personal data necessary for us to fulfil a legal obligation, the performance of the contract or our legitimate interest, and for as long as this data is necessary for the purposes for which it was collected.
- Right to withdraw consent: if the processing of personal data is based on prior consent, you have the right to withdraw this consent. These personal data will then only be processed if we have another legal basis for doing so.
- Automated decisions and profiling: we confirm that the processing of personal data does not involve profiling and that you will not be subject to fully automated decisions.

You may exercise the aforementioned rights by contacting info@vastgoedexperts.com. We make every effort to handle your personal data in a careful and legitimate manner in accordance with the applicable regulations. If, nevertheless, you believe that your rights have been violated and your concerns have not been addressed within our company, you are free to lodge a complaint with:
Data Protection Authority is the competent supervisory authority:
www.gegevensbeschermingsautoriteit.be
Printing Press Street 35, 1000 Brussels, Belgium
+32 (0)2 274 48 00
contact@apd-gba.be.

You may also apply to the court of Turnhout if you believe you would suffer damage as a result of the processing of your personal data.

8. Transfer to third parties

Certain personal data collected by us will be transferred to and may be processed by third-party service providers, such as our IT supplier, accountant, auditor, partners, subcontractors, affiliated companies, third parties to whom we wish to sell, transfer or merge activities or assets, as well as by the government (for example, when competing for public tenders) or to authorities where there is a legal obligation or where one is imposed, e.g. transferring data to VEKA when drawing up EPCs, OVAM for asbestos inventory certificates and VLOK when drawing up property quality certificates (CA certificates), this being a non-exhaustive list.
Upon request, we can provide you with a more detailed list.
Your personal data is made available to sub-processors, personnel and other third parties only to the minimum extent necessary for the performance of their services.

Our processors and sub-processors always act under our responsibility. We always ensure that appropriate security measures are taken when transferring data to third parties.

It is possible that one or more of the above-mentioned third parties may be located outside the European Economic Area ("EEA"). However, personal data will only be transferred to third countries with an adequate level of protection.
When we engage (sub)processors, this will always be done in accordance with a data processing agreement that meets the requirements under the Data Protection Legislation. We require all our (sub)processors to take appropriate technical and organisational (including security) measures to protect your personal data.

The employees, managers and/or representatives of the service providers or institutions listed above and the specialised service providers appointed by them must respect the confidential nature of your personal data and may only use this data for the purposes for which it was provided. If necessary, your personal data may be passed on to other third parties. This may be the case, for example, if we were to be reorganised in whole or in part, if our activities were to be transferred, or if we were to be declared bankrupt. It is also possible that personal data must be passed on pursuant to a court order or to comply with a specific legal obligation. In such a case, we will make reasonable efforts to inform you in advance of this disclosure to other third parties. However, you will acknowledge and understand that in certain circumstances this is not always technically or commercially feasible or that legal restrictions may apply.

Under no circumstances will we sell or commercially make your personal data available to direct marketing agencies or similar service providers, except with your prior consent.

9. Technical and organisational measures

We take the necessary technical and organisational measures to process your personal data according to an adequate level of security and protect it against destruction, loss, falsification, modification, unauthorised access or notification by mistake to third parties, as well as any other unauthorised processing of this data.

10. Third-party access

With a view to the processing of your personal data, we grant access to your personal data to our employees, co-workers and appointed agents. We guarantee a similar level of protection by making contractual obligations enforceable against these employees, co-workers and appointed agents, which are similar to this privacy statement.

11. Any questions?

If after reading this privacy statement you have any further questions or comments regarding the collection and processing of your personal data, you can contact Vastgoedexperts either by post at Langvoort 17, 2430 Laakdal, Belgium or by e-mail at dpo@vastgoedexperts.be

12. Amendments to Declaration

We may amend this statement at any time. Any changes we make to this statement will be announced on our Website. The date of the most recent version is shown at the bottom of this policy. Please check this statement regularly to stay informed of any changes that may affect you.

Amended versions of this statement shall take effect ten (10) working days after their publication on the Website and shall, if necessary, always be submitted for approval. If changes are necessary to comply with a legal requirement, such changes shall take effect immediately