Below is the privacy policy of Ifac Service.
This privacy policy is structured as follows:
I. Introduction
II. Who is responsible for the processing?
III. What categories of personal data does Ifac Service BV process
IV. For what purposes does Ifac Service BV process your personal data?
V. To whom does Ifac Service BV transfer your personal data?
VI. How long are your personal data retained?
VII. How are your personal data secured?
VIII. What are your rights regarding the processing of your personal data?
I. Introduction
This privacy policy explains how Ifac Service BV handles the personal data of natural persons. The term “personal data” refers to any type of information that makes it possible to identify a natural person, directly or indirectly.
We consider the protection of personal data to be very important. We respect the privacy of our customers, suppliers, business partners, and employees, and we process and protect personal data in a lawful, fair, and transparent manner.
We process personal data in accordance with applicable legislation. Until May 25, 2018, this was the Belgian law of December 8, 1992; as of May 25, 2018, this is the GDPR, the European Regulation No. 2016/679 of April 27, 2016 on data protection (also called “General Data Protection Regulation” or “GDPR”). If new legislation comes into effect, we will apply the new rules accordingly.
More information about data protection can be found at the Belgian Commission for the Protection of Privacy, known since May 25, 2018 as the Data Protection Authority.
This statement is updated regularly. The most recent version is available on our website. In case of major changes, we will inform our customers via a news item, an announcement on our website, or a personal message.
II. Who is responsible for the processing?
If you provide us with personal data — for example through our website, by submitting a completed form (digitally or on paper), or orally during a phone call or meeting — Ifac Service BV is responsible for the processing of your data.
Our contact details are as follows:
Ifac Service BV, Brusselsesteenweg 15, 3080 Tervuren, Company number BE 0504.879.555, info@ifacservice.be, tel. +32 2 767 14 14.
Ifac Service BV is accountable to the Data Protection Authority for the processing of your personal data. Ifac Service BV determines the purposes for which your data are processed, the means used, and the characteristics of the processing.
At Ifac Service BV, we use specialized service providers to process your data. These providers process your data on behalf of Ifac Service BV, according to our instructions and in accordance with our privacy policy. Only the personal data that are necessary will be shared with these providers (hereafter referred to as “processors of Ifac Service BV”).
III. What categories of personal data does Ifac Service BV process?
Below is an overview of the categories of personal data that Ifac Service BV may process. It is possible that other data may also be processed if such data are useful to fulfill our contractual obligations.
The context in which Ifac Service BV obtains or processes these data is indicated. This table must be read together with the description of the purposes for which Ifac Service BV processes the data.
Category | Examples | Context |
1/ Identity data of the client / principal (seller or landlord) 2/ Identity data of potential buyer or tenant | Name, address, place and date of birth, nationality, landline or mobile phone number, and email address. | These data are provided and processed by the client or principal when he or she requests information, becomes a client, signs a mediation agreement, or registers to use Ifac Service BV’s (online) services, for any identification or use. These data may also be obtained by reading the identity card. |
Data relating to the client’s / principal’s real estate property (seller or landlord) | Title deed, urban planning extract, soil certificate, electrical inspection report, EPC certificate, information on flood sensitivity, post-intervention file, information on heritage value | These data are provided by the client or principal, or requested on their behalf by Ifac Service BV from public authorities or technical experts. |
Data of potential tenant related to a rental contract proposal | Information about profession and employment, solvency, family situation, salary, etc. | These data are collected through forms and contracts completed by the client or principal at their own request. |
Additional data for concluding a rental agreement or private sales agreement | National registration number | These data are provided by the potential tenant. The national registration number is only used in cases provided for or required by law. |
Data of co-owners (or their tenants) | Name, address, place and date of birth, nationality, landline or mobile phone number, and email address. | These data are provided by a co-owner to Ifac Service BV. |
Data about transactions between Ifac Service BV and you | Information related to contacts with Ifac Service by phone, email, fax, etc., and interactions on web pages regarding Ifac Service BV, services or partners, on social networks, etc. | These data originate from any kind of contact between clients and Ifac Service BV (during meetings or events, newsletter subscriptions, social networks, etc.). |
Data about customer behavior and preferences | Information about behavior and preferences regarding the use of communication and relationship channels, information about personal choices and lifestyle, private or professional projects, hobbies, etc. | These data result from choices expressed by clients or from analyses carried out by Ifac Service BV in accordance with this statement and legal obligations. |
Ifac Service BV does not process any data that reveal your race or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health or life data, sexual orientation, genetic data, or biometric data.
IV. For what purposes does Ifac Service BV process your personal data?
Ifac Service BV collects and processes your personal data solely for the purposes described below. We ensure that only the data necessary and relevant for a specific purpose are processed.
Ifac Service BV processes your data in situations permitted by law, namely:
To comply with the legal obligations imposed on Ifac Service BV
To perform a contract with you or to take certain measures at your request prior to the conclusion of such a contract
For the protection of the legitimate interests of our company, Ifac Service BV, in which these interests are balanced against your fundamental rights and freedoms
In specific cases, with your consent, resulting from a specific and unambiguous request, preceded by clear and understandable information; this consent may be withdrawn at any time in accordance with the law.
1. Legal obligations
Ifac Service BV must comply with legislation that, in certain circumstances, obliges us to process your personal data in the context of our activities. These obligations may require cooperation with competent authorities and/or third parties, and in some cases, the transmission of certain personal data to them.
This includes, among others:
The obligation to contribute to the prevention of money laundering and terrorist financing
The obligation to respond to formal requests from Belgian tax and judicial authorities
The list of legal obligations requiring Ifac Service BV to process your data is not exhaustive and may change over time.
2. Contractual relationships between Ifac Service BV and you as a client
Before concluding contracts, Ifac Service BV must sometimes obtain and process certain data, notably to:
Respond to your requests
Assist you by providing information and facilitating the conclusion of a contract
Follow up on your request, assess suitability, and evaluate risks related to a potential contract
Fulfil your brokerage assignment
In the context of ongoing contracts or contract management, Ifac Service BV must process certain data, particularly to comply with administrative and accounting obligations.
In this context, your data may be transmitted internally within Ifac Service BV to various departments, including those not directly responsible for your relationship or for the execution of a specific contract.
Specifically, Ifac Service BV processes your data for contract execution as follows:
Management of ongoing contracts / ordered services
Centralized management and general overview of clients
Management of your real estate property
Ifac Service BV may also process your personal data for additional purposes related to your relationship with us and the performance of contracts.
3. Legitimate interests of Ifac Service BV
Ifac Service BV also processes your data to pursue its legitimate interests. In doing so, Ifac Service BV strives to maintain a fair balance between the need to process data and respect for your rights and freedoms, including the protection of privacy.
Personal data are processed, among others, for:
Personalizing the services we offer
Improving the quality of services provided to you, through:
Monitoring the activities of Ifac Service BV, including turnover, number of appointments in our offices, number of calls and website visits, nature of customer inquiries, etc.
Preparing studies and statistics using anonymization and pseudonymization techniques
Training our staff using real-life examples for illustration, including the recording of certain phone calls
Using cookies to improve website user experience. More information about cookies and how to limit or delete them can be found in our Cookie Policy.
Retaining evidence (archives)
Establishing, exercising, defending, and maintaining the rights of Ifac Service BV or any person it represents, for example in debt recovery or litigation procedures.
4. Specific legitimate interest of Ifac Service BV: conventional direct marketing
Ifac Service BV carries out client segmentation — particularly based on your needs — to offer you suitable properties and/or services matching your professional and personal situation.
To that end, Ifac Service BV may, among others:
Evaluate the services you already use and your sociodemographic data (age, family composition, income, etc.)
Analyze your behavior across different channels (meetings, emails, website visits, messages via our website), infer your preferences, and personalize the information and pages you visit
Adapt website advertisements to match the interests you have shown through your behavior on our site, social networks, at our offices, or during events attended by Ifac Service BV
Simplify form completion by pre-filling certain fields with known data and asking you to verify and update their accuracy
Assess key moments when certain services would best suit your needs
Send you personalized advertisements by post or telephone.
5. Your consent for the processing and sending of electronic advertising (electronic direct marketing)
Ifac Service BV may process your personal electronic contact details (specifically your mobile phone number and email address) to send you personalized information, advertisements, or offers through direct marketing or newsletters. In this case, Ifac Service BV must first obtain your specific consent.
By accepting this privacy policy, you consent to the processing of your personal data for electronic direct marketing purposes and to the sending of electronic advertising.
V. To whom does Ifac Service BV disclose your personal data?
Ifac Service BV treats your personal data with the utmost care and only shares it when necessary to provide you with the best possible service in the performance of its duties.
Ifac Service BV may transmit your data to other entities within its group, both in Belgium and abroad, particularly to those that assist Ifac Service BV in carrying out, managing, and monitoring its activities — including reporting, support, IT security, or the provision of specific services and products.
In some cases, Ifac Service BV is legally required to share your data with third parties, including:
Government agencies or supervisory authorities where there is a legal obligation to provide information.
Judicial or investigative authorities upon their express request.
Ifac Service BV also transfers your data to specific service providers that assist with:
Designing and maintaining computer systems and internet applications.
Providing advertising and communication services, including online and social media providers.
Preparing reports and statistics, printing documents, and designing products or services.
Marketing its activities, organizing events, and managing customer communications.
Ifac Service BV must also share your data with online and social network providers that it uses for advertising purposes.
In addition, your personal data may be communicated to bailiffs or lawyers in the context of legal proceedings.
In all these cases, Ifac Service BV ensures that third parties have only limited access to the personal data necessary to perform their specific tasks. Ifac Service BV also ensures that these parties commit to using the data securely and confidentially, in accordance with Ifac Service BV’s instructions and data protection policy.
Ifac Service BV processes and stores your personal data within the EEA (European Economic Area). If your data are stored for backup purposes on servers located outside the EEA, this will only be done by companies that meet the requirements of the GDPR.
VI. How long are your personal data retained?
Ifac Service BV will not retain your personal data longer than necessary to achieve the purposes for which they were collected.
This period is linked to the legal and fiscal obligations that Ifac Service BV must comply with, and to the legal necessity of keeping data beyond the retention period as proof or to respond to information requests from competent authorities. For example:
10 years in the context of anti-money laundering legislation
10 years in the context of Ifac Service BV’s contractual liability
After these periods, your personal data will be deleted or anonymized.
VII. How are your personal data secured?
Ifac Service BV applies strict standards to protect the personal data it collects and processes against unauthorized or unlawful processing and against accidental loss, destruction, or damage.
We implement technical and organizational measures (data encryption, antivirus software, a robust password policy, firewalls, access controls, and careful selection of staff and suppliers) to prevent and detect inappropriate access, loss, or disclosure of your personal data.
If the personal data collected or processed by Ifac Service BV are compromised by a data breach, Ifac Service BV will immediately act to identify the cause and take appropriate corrective measures. Where required by law, Ifac Service BV will notify you of such an incident.
VIII. What are your rights regarding the processing of your personal data?
1. Right of access, rectification, restriction, erasure, data portability, and objection
For the above-mentioned purposes, you have the following rights:
- Right of access: You may request confirmation of whether we process your personal data, the purposes of such processing, the categories of data processed, and the recipients of the data.
- Right of rectification: You may request correction of any inaccurate or incomplete personal data.
- Right to restriction: You may request restricted processing, for example while the accuracy of your data is being verified.
- Right to erasure: Upon termination of your contract with Ifac Service BV, you may request deletion of your personal data if they are no longer necessary for the purposes for which they were collected. You may also request deletion of data processed based on your consent or legitimate interest, unless overriding legal grounds apply. Ifac Service BV may retain such data when necessary for legal evidence purposes.
- Right to data portability: You may request that the personal data you provided be transferred to yourself or directly to another controller, where technically feasible, if the data were processed based on your consent or a contract and by automated means.
- Right to object: You may object to the processing of your data for the purposes described in Articles IV.3 and IV.4. In the case of IV.3, Ifac Service BV may still process your data if there are compelling legitimate grounds that outweigh your interests or rights, or for the establishment or defense of legal claims.
You can exercise your rights by sending a written request — by email to info@ifacservice.be, via the contact form on our website, or by post to Ifac Service BV, Brusselsesteenweg 15, 3080 Tervuren. Please include a copy of your identity card with your request.
2. Right to object to the sending of electronic advertising
In Article IV.5, your consent was requested for the processing and use of your electronic contact details to send you commercial information, advertising, or personalized offers (via direct marketing or electronic newsletters), especially to your mobile number or email address.
You have the right to object to the processing of your data for electronic direct marketing and to unsubscribe from receiving such communications in the future. You can do this by:
- Clicking the “unsubscribe” link at the bottom of an email or newsletter from Ifac Service BV
- Sending an email to info@ifacservice.be
- Sending a letter by post to Ifac Service BV, Attn: Managing Directors, Brusselsesteenweg 15, 3080 Tervuren
- Submitting a request via the contact page on our website
Please always attach a copy of your identity card to your request.
The exercise of this right does not prevent Ifac Service BV from contacting you for other purposes, including legal obligations or contract execution, in accordance with this policy.
3. Right to lodge a complaint
If you have any complaints regarding the processing of your personal data, you may contact us as follows:
- By post: Ifac Service BV, Attn: Managing Directors, Brusselsesteenweg 15, 3080 Tervuren
- By email: info@ifacservice.be
- By phone: +32 (0)2 767 14 14
- Via the contact form on our website
You may also lodge a complaint with the Belgian Data Protection Authority by post at:
Drukpersstraat 35, 1000 Brussels,
by email at ontact@apd-gba.be,
or by phone at +32 (0)2 274 48 00.