BelgianAccountPro

1. Introduction

BelgianAccountPro ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our accounting services.

We value your trust and are dedicated to handling your personal information with care and in accordance with legal requirements, including the General Data Protection Regulation (GDPR) and relevant Belgian data protection laws.

By accessing or using our services, you acknowledge that you have read and understood this Privacy Policy.

2. Information We Collect

We may collect the following types of information:

2.1 Personal Information

• Contact information (name, email address, phone number, postal address)
• Business information (company name, VAT number, registration details)
• Professional information (job title, role)
• Financial information (bank account details, payment information)
• Identification information (copies of identification documents for compliance purposes)

2.2 Financial and Accounting Information

• Business financial records
• Tax information and documents
• Payroll data
• Accounting records
• Transaction history

2.3 Website Usage Information

• IP address
• Browser type and version
• Operating system
• Referral source
• Length of visit, page views, website navigation
• Time and date of website visits

3. How We Collect Information

We collect information through various channels, including:

• Direct interactions (when you contact us, fill out forms, or engage our services)
• Automated technologies (cookies, server logs, and tracking technologies)
• Third parties (business partners, subcontractors, payment processors)
• Public sources (company registries, public records)

4. How We Use Your Information

We use your information for the following purposes:

4.1 Service Provision

• Providing accounting, tax, and financial advisory services
• Processing financial transactions
• Preparing tax returns and financial statements
• Managing client accounts
• Communicating with you about our services

4.2 Business Operations

• Improving and developing our services
• Analyzing usage trends and preferences
• Administering our website
• Internal record keeping
• Staff training and quality assurance

4.3 Legal and Compliance

• Fulfilling legal and regulatory obligations
• Preventing fraud and money laundering
• Enforcing our terms and conditions
• Protecting our legal rights

4.4 Marketing

• Sending relevant newsletters and updates (with consent)
• Providing information about services that may interest you
• Inviting you to events or webinars

5. Legal Basis for Processing

We process your personal information based on the following legal grounds:

• Contractual necessity: Processing necessary for the performance of our contract with you
• Legal obligation: Processing necessary for compliance with legal obligations (tax laws, accounting regulations)
• Legitimate interests: Processing necessary for our legitimate business interests
• Consent: Processing based on your specific consent (e.g., for marketing communications)

6. Data Sharing and Disclosure

We may share your information with:

• Service providers: IT services, cloud storage providers, payment processors
• Professional advisors: Lawyers, auditors, insurers
• Tax authorities: As required for tax compliance
• Regulatory bodies: As required by law or regulation
• Business partners: When necessary to provide our services

We require all third parties to respect the security of your data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes.

7. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes for which we collected it, including:

• The duration of our service relationship
• Legal and regulatory requirements (typically 7 years for accounting records in Belgium)
• Resolution of disputes
• Enforcement of agreements

When your data is no longer required, we will securely delete or anonymize it.

8. Your Rights

Under data protection laws, you have the following rights:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate data
• Erasure: Request deletion of your data in certain circumstances
• Restriction: Request restriction of processing in certain circumstances
• Portability: Request transfer of your data to another organization
• Objection: Object to processing based on legitimate interests
• Withdraw consent: Withdraw consent where processing is based on consent

To exercise these rights, please contact us using the details provided in the "Contact Information" section below.

9. Data Security

We have implemented appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way, altered, or disclosed. These measures include:

• Encryption of sensitive data
• Secure networks and systems
• Access controls and authentication procedures
• Regular security assessments
• Staff training on data protection

We have procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

10. Cookie Policy

10.1 What Are Cookies

Cookies are small text files that are placed on your device when you visit our website. They allow us to recognize your device and store certain information about your preferences or past actions.

10.2 Types of Cookies We Use

• Essential cookies: Required for the website to function properly
• Functional cookies: Remember your preferences and settings
• Analytical cookies: Collect information about how you use our website
• Marketing cookies: Track your browsing habits to deliver targeted advertising

10.3 Cookie Management

You can control and manage cookies in various ways:

• Adjust your browser settings to reject or delete cookies
• Use our cookie consent banner to customize your preferences
• Opt out of specific third-party cookies through their respective privacy controls

Please note that blocking certain cookies may impact your experience on our website and limit the functionality we can provide.

11. International Transfers

We primarily process data within the European Economic Area (EEA). However, some of our service providers may be based outside the EEA, which may involve transferring your data outside the EEA.

When we transfer your data outside the EEA, we ensure a similar degree of protection by implementing at least one of the following safeguards:

• Transferring to countries with an adequacy decision from the European Commission
• Using specific contracts approved by the European Commission (Standard Contractual Clauses)
• Transferring to providers in the US who are part of approved certification mechanisms

12. Children's Privacy

Our website and services are not intended for children under 16 years of age. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by posting the updated policy on our website with a revised "Last Updated" date.

We encourage you to review this policy periodically to stay informed about how we are protecting your information.

14. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

BelgianAccountPro
Studio 12 Cooper Pike
Stewartland B23 5RS
Belgium
Email: privacy@belgianaccountpro.com
Phone: +44 833 593 4576

You have the right to make a complaint at any time to the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit/Autorité de protection des données), the supervisory authority for data protection issues in Belgium.