Déclaration de confidentialité | Hillewaere Real Estate

Privacy Statement – Processing of personal data

This privacy statement describes how the companies forming part of the Hillewaere Group process your personal data. The privacy statement applies to the following companies:

• Hillewaere Group Belgium NV, with its registered office at Parklaan 46, 2300 Turnhout, company number BE0764.344.459, VAT number BE0764.344.459.
• Hillewaere Insurance NV, with its registered office at Parklaan 46, 2300 Turnhout, company number 0891.695.561,
• The insurance intermediaries affiliated with Hillewaere Insurance NV (an up-to-date list of these can be obtained on request)
• Hillewaere Vastgoed BV, with its registered office at Parklaan 46, 2300 Turnhout, company number 0479.516.629,
• Hillewaere Real Estate Brussels BV, with its registered office at Parklaan 46, 2300 Turnhout, company number 1008.898.978,

 

Although a single privacy statement has been drawn up, all the above entities are separate data controllers when they process personal data. For the sake of clarity, the companies of the Hillewaere Group are referred to below as ‘Hillewaere’. The following sections specify which processing activities apply to all companies or to specific companies. As an exception to the foregoing, joint controllership applies between Hillewaere Insurance NV and its affiliated insurance intermediaries, whereby Hillewaere Insurance NV is responsible for the organisation and monitoring of the processing, transparency, the handling of data breaches and any rights of the data subject. You may contact Hillewaere Insurance NV to exercise your rights or to raise any complaints.

 

This privacy statement relates to the following categories of data subjects: prospective customers, customers (and, where applicable, their employees), website visitors, suppliers (and, where applicable, their employees) and partners.

 

 

Hillewaere endeavours to process your personal data in accordance with 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, and repealing Directive 95/46/EC (General Data Protection Regulation), as well as supplementary data protection legislation.

 

This privacy statement was last updated on 19 August 2026 and has version number 2.

 

Article 1 – Overview of processing activities by company

 

The processing activities carried out by each company within the Hillewaere Group are set out below:

• Hillewaere Group Belgium NV
  • Supplier management
  • Compliance with legal obligations
  • Fraud prevention and combating
• Hillewaere Insurance NV and all affiliated insurance intermediaries not expressly included in this overview

• • Customer management
  • Direct marketing
  • Supplier management
  • Compliance with legal obligations
  • Fraud prevention and combating
• Hillewaere Vastgoed BV and Hillewaere Real Estate Brussels BV
  • Customer management
  • Direct marketing
  • Supplier management
  • Compliance with legal obligations
  • Fraud prevention and combating

 

1. Customer management, including insurance brokerage or property brokerage

 

We process the following personal data:

• Identification data
• Financial data and details
• Personal characteristics
• Professional data (education and occupation)
• Health data
• Judicial personal data and criminal personal data

 

The legal basis for this processing is contractual necessity (including pre-contractual measures) and a legal obligation. For sensitive categories of personal data (health data and criminal personal data), we request your explicit consent to process this personal data.

 

In the context of customer management, telephone calls are recorded for the purpose of retaining evidence of the communication and any transaction (or instructions to that effect), as well as for the purpose of delivering and improving the service provided to you. Such recording takes place only with your consent. Recordings made for evidential purposes are subject to a specific retention period, namely the statutory limitation period. Recordings made for customer management purposes are subject to the general retention period set out below.

 

Some data is obtained from other companies within the Hillewaere Group, from third parties (e.g. your advisers provide us with personal data on your instructions, including notaries, solicitors and other professional advisers), from public sources (the Belgian Official Gazette, the Cross-Bank Register of Companies (KBO) and government departments) and from certain private sources (social media and B2B databases, as well as counterparties in transactions in which you are involved).

 

Where the legal basis is contractual necessity or a legal obligation, the personal data must be provided to enable the performance of the contract or to comply with a legal obligation. Failure to provide the required data may result in the relationship being terminated.

 

The retention period for your personal data is limited to 10 years following the end of the contract.

 

1. Direct marketing

 

We process the following personal data:

• Identification data
• Personal characteristics
• Financial data and details
• Professional data (education and occupation)

 

The legal basis for this processing is legitimate interest (the freedom to conduct business and direct marketing) or consent, depending on whether or not you are a customer.

 

The retention period for your personal data is limited to 3 years following the last meaningful contact, on the understanding that this period may be extended subject to your consent.

 

 

1. Supplier management

 

We process the following personal data:

• Identification data relating to you and some of your employees
• Financial data (payment details)
• Professional details (education and occupation)

 

The legal basis for this processing is contractual necessity (including pre-contractual measures) and a legal obligation. For the processing of data relating to suppliers’ staff, we rely on our legitimate interest (the freedom to conduct business).

 

Some data is obtained from other companies within the Hillewaere Group, from third parties (e.g. your advisers provide us with personal data on your instructions, including notaries, solicitors and other professional advisers), from public sources (the Belgian Official Gazette, the Cross-Border Register (KBO) and government departments) and from certain private sources (social media and B2B databases).

 

Where the legal basis is contractual necessity or a legal obligation, the personal data must be provided to enable the performance of the contract or to comply with a legal obligation. Failure to provide the required data will mean that the business relationship cannot be continued.

 

The retention period for your personal data is limited to 10 years after the end of the supplier relationship.

 

1. Compliance with our legal obligations (legal obligation)

 

We process the following personal data:

• Identification data
• Financial data (payment details)
• Identity card and national registration number

 

The legal basis for this processing is a legal obligation.

 

Some data is obtained from other companies within the Hillewaere Group, from third parties (e.g. your advisers provide us with personal data on your instructions, including notaries, solicitors and other professional advisers), from public sources (the Belgian Official Gazette, the Crossroads Bank for Enterprises and government departments) and from certain private sources (social media and B2B databases).

 

Where the legal basis is contractual necessity or a legal obligation, the personal data must be provided to enable the performance of the contract or to comply with a legal obligation. Failure to provide the required data will mean that the relationship cannot be continued.

 

The retention period for your personal data is limited to the statutory retention periods.

 

1. Fraud prevention and combating (legitimate interest, namely fraud prevention and combating) (legal obligation)

 

We process the following personal data:

• Identification data
• Financial data
• Identity card and national registration number

 

The legal basis for this processing is legitimate interest (fraud prevention and combating) and a legal obligation.

 

Where the legal basis is contractual necessity or a legal obligation, the personal data must be provided to enable the performance of the contract or to comply with a legal obligation. Failure to provide the required data will mean that the relationship cannot be continued.

 

Judicial personal data and criminal personal data are processed exclusively in the context of defending the interests of Hillewaere Group’s clients (Article 10, §1, 2° of the Act of 30 July 2018 on the protection of natural persons with regard to the processing of personal data).

 

 

The retention period for your personal data is limited to 10 years following the end of the agreement or transaction.

 

Article 2 – Transfer of personal data

To organise our IT services, Hillewaere uses external service providers who store personal data in the United States of America for a limited part of the processing. For this transfer, we rely on the EU–US Data Privacy Framework and standard contractual clauses approved by the European Commission. If you would like further information on this, please contact us.

File data is stored exclusively within the European Economic Area.

Article 3 – Additional information regarding the recipients of your personal data

 

Under certain circumstances, we share your personal data with a limited number of other parties:

• We share your personal data with you and, where applicable, (a) your employer or certain of your employees and (b) professional advisers appointed by you;
• We share your personal data with banks, insurance companies and brokers, within the context of your relationship with these parties;
• We share your personal data with counterparties, where this is necessary to represent your interests and manage your specific case;
• We share your personal data with government departments, courts and tribunals, and regulatory bodies
• We share your personal data with other professional advisers, solicitors, bailiffs and (legal) experts, to the extent necessary for the provision of our services
• We engage a number of technical processors, such as for website hosting, files and records, with whom the necessary data processing agreements have been concluded

 

Article 4 – Your rights

 

The General Data Protection Regulation grants you a number of rights in relation to your personal data:

• The right of access to and rectification of your personal data
• The right to object to the processing of your personal data for direct marketing purposes and the general right to object on grounds relating to your specific situation.

• The right to erasure, restriction of processing and the right to be forgotten;
• The right to withdraw your consent at any time;
• The right to data portability
• The right to lodge a complaint with the supervisory authority (in Belgium, this is the Data Protection Authority).

Before lodging a complaint, we encourage you to contact us so that we can find a swift, amicable resolution to your complaint.

Under the GDPR, the exercise of these rights is subject to certain conditions.

If we have reasonable doubts about your identity, we may ask you to provide additional proof of your identity.