PRIVACY POLICY

ARTICLE 1 – DEFINITIONS

The following definitions will apply throughout this privacy policy.

"General Data Protection Regulation" (GDPR) means Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data.

"Belgian Data Protection Act" means the Law of 30 July 2018 on the protection of individuals with regard to the processing of personal data.

"Mace Belgium" means Mace Belgium SRL, a private limited liability company (SRL) incorporated, organized and existing under the laws of Belgium, with registered seat at Rue de la Loi 12, 1000 Brussels, Belgium, and with company number 0765.123.456.

"Personal Data" means any information about an identifiable individual, such as the person's name, email address, national registration number, address, as well as information about the person's physical, mental, economic, cultural, or social conditions. Information about legal entities is not covered by the definition of "personal data."

"Processing" of personal data refers to any activity performed on personal data, including collection, recording, organization, storage, adaptation, alteration, retrieval, use, or disclosure.

ARTICLE 2 – APPLICATION

This privacy policy (the "Policy") describes how Mace Belgium processes personal data in its case handling, KYC procedures, and recruitment.

The applicable personal data protection rules are set forth in the General Data Protection Regulation (GDPR) and the Belgian Data Protection Act of 30 July 2018.

ARTICLE 3 – DATA CONTROLLER

The legal entity responsible for the processing of personal data received by Mace Belgium is:

Mace Belgium SRL
Company number: 0765.123.456
Rue de la Loi 12
1000 Brussels
T: +32 2 123 45 67
E: info@mace-legal.be

ARTICLE 4 – DESCRIPTION OF PROCESSING

For the purpose of providing services to clients, Mace Belgium collects, processes, and stores various types of personal data about you, including contact information such as name, position, email, telephone, and address. Mace Belgium collects information directly from you or from third parties, such as clients or public authorities or databases. Job applications will receive a response with an invitation to an interview or a rejection. If Mace Belgium does not have any open positions but wishes to keep the application, Mace Belgium will request your consent to store your application.

ARTICLE 5 – BASIS FOR PROCESSING

The legal basis for Mace Belgium's processing of personal data is Article 6(1)(b) of the GDPR (performance of a contract) when processing is necessary for entering into or fulfilling a contract. For other cases, including if you are an employee of the client, a counterparty, or another person relevant to the case, the legal basis is Article 6(1)(f) GDPR (legitimate interests), where the legitimate interest is to advise, enforce, or defend the client's interests.

If Mace Belgium needs to register in public authority databases or assist you with transactions, we may process your national registration number ("Numéro de registre national" / "Rijksregisternummer") for identification purposes. The basis for processing national registration numbers is compliance with legal obligations, including anti-money laundering, registration, and/or company law regulations under Belgian law, in line with GDPR Article 6(1)(c) and specific provisions of Belgian national legislation.

In specific cases, Mace Belgium processes sensitive personal data, such as health data or trade union membership, only when necessary for the establishment, exercise, or defense of legal claims (GDPR Article 9(2)(f)), or with your explicit consent (GDPR Article 9(2)(a)).

ARTICLE 6 – RECIPIENTS

Mace Belgium treats your personal data confidentially in accordance with applicable professional ethical standards.

In its case processing, Mace Belgium may share your information with counterparties, courts, and public authorities, especially for tasks such as company registration, complaints handling, or compliance with legal obligations.

ARTICLE 7 – STORAGE

Mace Belgium retains your information only for as long as necessary to fulfill the purposes for which your personal data was collected. As a general rule, case files are kept for 5 years after the conclusion of the matter unless otherwise required by law.

Rejected job applications are deleted immediately unless consent is given to retain the application for up to 6 months for future opportunities.

ARTICLE 8 – DATA PROCESSORS

Mace Belgium uses external service providers for invoicing, electronic contract signing, and document management, such as Visma, SignWell, and Microsoft Office 365. A list of Mace Belgium's data processors is available upon request by contacting the Data Protection Officer.

ARTICLE 9 – YOUR RIGHTS

As a data subject, you have the right to request access to your personal data, rectify inaccuracies, request erasure, and object to or restrict processing, in accordance with GDPR and Belgian law.

You have the right to withdraw your consent at any time if the processing is based on your consent, without affecting the lawfulness of processing based on consent before withdrawal.

For more information about your rights, you can consult the Belgian Data Protection Authority’s website: https://www.gegevensbeschermingsautoriteit.be/.

ARTICLE 10 – CONTACT

If you have any questions about Mace Belgium's processing of your personal data and your rights, you can contact our Data Protection Officer at:

Email: info@mace-legal.be
Phone: +32 2 123 45 67

ARTICLE 11 – COMPLAINTS

If you are not satisfied with how Mace Belgium handles your personal data, you can file a complaint with the Belgian Data Protection Authority:

Gegevensbeschermingsautoriteit / Autorité de protection des données (GBA/APD)
Rue de la Presse 35, 1000 Brussels
Phone: +32 2 274 48 00
Email: contact@apd-gba.be

ARTICLE 12 – CHANGES TO THE POLICY

Mace Belgium reserves the right to amend this policy due to legal changes, technological innovations, new or improved services, or enhancements to the website.

This policy was updated in February 2025.

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