Third-party privacy statement

The controller of your personal data is the following legal entity:

Order of Flemish Bars

Staatsbladsstraat 8, 1000 Brussels

Ondernemingsnummer: 0267.393.267

The OVB also covers its bodies, i.e. chairman, members of the board of directors and committees and working groups.

In case you have any questions about the processing of your personal data, you can always contact us

• via e-mail: info@advocaat.be
• by phone: +32 3 337 54 70
• by post to the above address, stating "Privacy"

The OVB has appointed a Data Protection Officer or Data Protection Officer pursuant to the GDPR. The Data Protection Officer can be contacted at dpo@ordevanvlaamsebalies.be.

We process your personal data for one or more of the following purposes:

• Contacting you in connection with advocacy;
• Sponsorship;
• Supplier management;
• Financial management;
• Professional training and continuing education;
• Events;
• Access control; and
• Dispute management.

Below you can find for each purpose what personal data we process, why we process it, how we obtain it, how long we keep it and with whom we share it.

Contact in the context of interest representation by lawyers

In the case of contacts by/with OVB for the purpose of interest representation of the legal profession, we may process your personal identification data (name, address, e-mail address), financial data (bank account number) and information about your membership (with one of the bar associations if lawyer, CCBE, political party) and about your profession and employment (position, degree).

The processing of these personal data allows us to maintain contact with European advocacy associations for the lawyer, such as CCBE, with the local Bar Associations and with the Ordre des Barreaux Francophones et Germanophone, as well as to cooperate with the FPS Justice or other governmental bodies and the judiciary/prosecution (e.g. in the context of Regsol, the Central File of Notices of Seizure, etc.) with a view to representing the interests of the legal profession.

The legal basis for processing this personal data is based our public interest task arising from the Judicial Code (art. 495) (art. 6, §1, (f) GDPR).

We obtain this personal data directly from you in the context of the (ad hoc) contact.

For purposes of interest representation, we evaluate on a regular basis whether your personal data are still relevant. If they are no longer relevant, your personal data will be deleted.

We only share this personal data with third parties with whom we cooperate within the framework of interest representation. In addition, we share this personal data with third parties with whom we cooperate for the storage and management of our data also access to this personal data (Diplad and (other) IT/cloud providers).

Sponsorship

In the context of our sponsorship activities, we may process your personal identification data (name, (business) address, e-mail address, telephone number), identification data issued by the government (VAT number, company number), financial data (bank account number, method of payment, amount of sponsorship), information about your membership at one of the counters and information about your profession and employment (office, function, place of employment, website).

The processing of this personal data allows us to organise sponsorship activities, such as, among other things, contact with (potential) sponsors, administration of sponsors, etc. This includes sponsorship by our regular sponsors as well as (ad hoc) sponsors of events (e.g. in the context of the OVB Congress).

The legal basis for processing these personal data is based on the conclusion or performance of the agreement (art. 6, §1, (b) GDPR) and - insofar as the processing goes beyond what is strictly necessary for the conclusion or performance of this agreement - the legitimate interest of OVB to organise sponsorship (art. 6, §1, (f) GDPR).

We obtain this personal data directly from you in the context of the sponsorship when the OVB contacts you or when you offer yourself as a sponsor.

For sponsorship purposes, we keep your personal data for up to 10 years after the sponsorship ends (plus a 1-year verification period).

We only share this personal data with third parties with whom we cooperate in the context of sponsorship (banks and insurance companies, external company auditor and accountant, accounting platform provider). In addition, third parties with whom we cooperate for the storage and management of our data also have access to this personal data (Diplad and (other) IT/cloud providers).

Supplier management

In the context of supplier management, we may process your personal identification data (name, (business) address, e-mail address), identification data issued by the government (company number, VAT number), financial data (bank account number, method of payment) or any other data that you communicate to us (e.g. information about your profession and job).

The processing of these personal data allows us to organise administration with (potential) suppliers. This includes contract conclusion (including comparing suppliers, requesting offers and conducting pre-contract negotiations), correspondence with our suppliers, managing placed 'orders' and organising our payment (e.g. invoicing).

In case of a private supplier/business partner, the legal basis for processing your personal data is based on the performance of the contract (Art. 6, §1, (b) GDPR). In case of a professional supplier/business partner, the legal basis for processing personal data is based on our legitimate interest to organise B2B supplier management (art. 6, §1, (f) GDPR).

We always obtain your personal data directly in the context of supplier management.

For supplier management purposes, we keep your personal data for 10 years after the termination of the contract (plus a verification period of 1 year).

We only share your personal data with third parties with whom we cooperate within the framework of supplier management (banks and insurance companies, accounting program provider, accountant and external auditor). In addition, third parties with whom we cooperate for the storage and management of our data also have access to this personal data (Diplad and (other) IT/cloud providers).

Financial management

In the context of financial management, we may process your personal identification data (name, (business) address, e-mail address, telephone number), identification data issued by the government (company number, VAT number), financial data (bank account number), national registration number, and information about your profession and employment (services rendered).

The processing of this personal data allows us to manage OVB's income and expenses, such as the management of accounting documents and financial statements. This is necessary to comply with our accounting obligations.

The legal basis for the processing of your personal data is based on the legal obligation (art. 6, §1, (c) GDPR), as contained in art. I.1 and III.82 WER and art. III.89 WER and art. III.90 WER, the RD WVV, art. 3:1 WVV and art. 320 WIB and - to the extent that the processing goes beyond what is strictly necessary for compliance with these legal obligations - on the legitimate interest of the OVB (art. 6, , §1, (f) GDPR). .

We obtain your personal data directly from you.

For purposes of our financial management, we keep your personal data for up to 7 years after the end of the respective financial year (plus a verification period of 1 year).

We only share your personal data with third parties with whom we cooperate in the context of our financial management (accountant and external auditor, accounting platform provider, banks and insurance companies). In addition, third parties with whom we cooperate for the storage and management of our data also have access to this personal data (Diplad and (other) IT/cloud providers).

Professional training and continuing education

In the context of professional training and continuing education, we may process, in your capacity as a lecturer or speaker, your personal identification data (name, e-mail address), identification data issued by the government (company number, VAT number), financial data (bank account number), information about your membership (e.g. at one of the bar associations if a lawyer), information about your profession and job (position) and video and image recordings (webinars or photos during the seminar).

We process these personal data for the purpose of organising professional training and taking continuing education initiatives, including inviting speakers or lecturers. -Pictures taken during training courses and seminars allow us to communicate about them via our website and social media.

The legal basis for this processing of your personal data is our public interest task (art. 6, §1, (e) GDPR) arising from the Judicial Code (art. 495) and the performance of the agreement with the speaker or lecturer (art. 6, §1, (b) GDPR). We always ask permission for video and image recordings to be taken (art. 6, §1, (a) GDPR).

We always obtain this personal data directly from you either when you apply for registration on the roster or the list of trainees or when you present yourself for the first time as a speaker or lecturer.

For continuing education and professional training purposes, we keep your personal data for three years after the last seminar or training course you gave (plus a one-year verification period).

The Orders of Lawyers are co-responsible for the processing of your personal data within the framework of continuing education. If you have further questions about this, you can always contact us via the contact details listed under IDENTITY AND CONTACT DETAILS.

We only share these personal data with (third) parties with whom we collaborate in the context of the continuing education (Bar Associations, banks; in your capacity as attorney (trainee), additionally: electronic payment provider, provider of our mail platform; in your capacity as speaker, additionally: (potential) participants). In addition, third parties with whom we cooperate for the storage and management of our data also have access to this personal data (DIPLAD, the provider of our document management platform and (other) IT/cloud providers).

Events

In the context of organising our events, we may process, in your capacity as a speaker, your personal identification data (name, e-mail address), identification data issued by the government (company number, VAT number) financial data (bank account number), information about your membership (e.g. at one of the bar associations if a lawyer), information about your profession and job (position) and image and sound recordings (photos at the event).

We process these personal data for the purpose of organising social and cultural events, e.g. the New Year reception, the OVB Congress, etc., including inviting speakers to such events. The images taken during the event allow us to communicate about the event via our website and social media.

The legal basis for processing your personal data is based on the performance of the agreement to participate as a speaker at the event (Art. 6, §1, (b) GDPR). If we take targeted images of you during an event and wish to share them on our website and social media, we will seek your consent to do so (art. 6, §1, (a) GDPR).

We will obtain this personal data directly from you in the context of the event.

For purposes of these events, we will keep your personal data for 3 years after the end of the event (plus a verification period of 1 year).

We only share this personal data with third parties with whom we cooperate within the framework of these events (the provider of our mail platform, potential participants, banks and insurance companies, photographer, electronic payment provider). In addition, third parties with whom we cooperate for the storage and management of our data also have access to this personal data (Diplad and (other) IT/cloud providers).

Access control

We process your image recordings when you ring the bell via our intercom at the entrance to the OVB.

The intercom is used to identify you and ensure security in our building.

The legal basis for processing your image recordings via our intercom is based on our legitimate interest to identify you and ensure the safety of our employees, lawyers and visitors (art. 6, §1, (f) GDPR).

We obtain this personal data directly from you when using our intercom at the entrance of the OVB.

These image recordings via the intercom are not stored and are not shared with third-party recipients.

Dispute management

For the purpose of managing any disputes with suppliers, partners or public authorities, we may process your personal identification data (name, address, e-mail address, telephone number) and any other information that may be relevant to the management of a (potential) dispute.

The processing of this personal data allows us to defend our legitimate interests in all forms of dispute resolution and to administer them.

The legal basis for processing your personal data is based on our legitimate interest to safeguard our (contractual and extra-contractual, legal and other) rights (Article 6, §1, (f) GDPR).

We obtain this personal data either directly from you or indirectly from third parties.

For dispute management purposes, we keep your personal data for up to 5 years after the expiry of the last deadline to appeal (longer if necessary, e.g. to comply with legal obligations) (plus a 1-year verification period).

We only share this personal data with third parties with whom we cooperate in the context of dispute management (external legal advisers) and with other parties if necessary (public authorities court and police services, bailiffs, debt collection agencies, banking and insurance institutions and our accounting firm). In addition, third parties with whom we cooperate for the storage and management of our data also have access to this personal data (IT/cloud providers).

We have implemented appropriate technical and organisational measures to ensure the confidentiality of your personal data and to protect your data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.

We have entered into the necessary contractual arrangements with the third parties we work with and do not transfer your personal data outside the European Economic Area without ensuring that your data also enjoys an equivalent level of protection there.

You can always contact us to exercise the following rights:

• a request to access or rectify your personal data;
• a request for erasure of your personal data;
• a request to restrict the processing of your personal data;
• to withdraw your consent;
• an objection to the processing of your personal data;
• a complaint if you believe that we are not acting in accordance with applicable data protection legislation. You can also file a complaint with the Belgian Data Protection Authority.

You can always contact us for this:

• by e-mail: info@advocaat.be
• by phone: +32 3 337 54 70
• by post to the address above, stating "Privacy".

We respect all rights relating to your personal data to which you are entitled under applicable law.

For those purposes for which the legal basis for processing personal data is a task of public interest or legitimate interest, you may exercise your right to object at any time, stating the reasons pertaining to your specific situation. OVB will stop processing your personal data unless it considers that there are compelling legitimate grounds which outweigh the interests, rights and freedoms you claim.

For identification purposes, we may ask you for a copy of the front of your identity card.

This privacy statement may be amended from time to time, within the limits of applicable data protection regulations. You can always access the most up-to-date version via the advocaat.be website.