Privacy policy

This is the Privacy Policy of Eubelius BV (hereinafter “Eubelius”, “we”, “our” or “us”). Eubelius is committed to protecting your personal data. This Privacy Policy is intended to inform you about the processing of personal data in the context of the activities of Eubelius, including the processing that takes place via the Eubelius website and/or online. This Privacy Policy should be read in conjunction with our Cookie Policy, which can be found here. 

This Privacy Policy may be modified, for example in connection with new features on the website or to comply with new legal, contractual or administrative obligations. We therefore recommend that you consult this Privacy Policy regularly. Important changes will be announced on our website. The Privacy Policy was last modified on 8 July 2024.

 

1. WHO IS RESPONSIBLE FOR THE PROCESSING OF YOUR PERSONAL DATA?

Eubelius is the controller for the processing of your personal data.

Eubelius is a company with limited liability (“besloten vennootschap ” / “société à responsabilité limitée”) under Belgian law, whose registered office is located at Avenue Louise 99, 1050 Brussels and which is registered in the Crossroads Bank of Enterprises under number 0460.946.968.

 

2. WHAT PERSONAL DATA DO WE PROCESS ABOUT YOU?

The data that we process about you depends on the relationship we have with you. In most cases, we obtain your personal data directly from you. Sometimes we receive your data indirectly, from third parties or public sources such as government databases (e.g. the Crossroads Bank of Enterprises), credit reporting agencies and social media.

 

​​​​​​2.1 OFFICE VISITORS

If you visit our offices or work at our offices as a contractor, we process data such as your name, company name, function, phone number, time of arrival, and car licence plate number. 

In addition, we process camera images processed by surveillance cameras as well as data we may receive from sources other than yourself, such as your employer or the legal entity that you are representing.

When you use the guest Wi-Fi network, we process your e-mail address, the name of the device connecting to the network, and the IP address.

 

2.2  CLIENTS

If you are a client of Eubelius, a contact person or an ultimate beneficial owner (UBO) of our client, we process data such as

  • your identification data (e.g. name, place and date of birth, nationality, address, copies of identification documents, phone number, place of residence, signature, tax identification number);
  • your professional data (e.g. company name, function, your mandate as director or manager);
  • your status and/or the status of related family members as a politically exposed person, and your risk-assessment client profile.
  • We also process information about the details of a case, which may include, depending on the individual case, sensitive data such as health data, data concerning membership of a trade union, judicial data and the like. It is possible that we would obtain the aforementioned data from your employer, from the legal entity that you are representing, or from public sources such as government databases.

Eubelius also processes your personal data in the name and for the account of its individual attorneys because of their legally defined powers and obligations, because you make use of our services and those of our individual attorneys, and/or because you have provided it to us and/or to our individual attorneys yourself. You can find a complete list of our individual attorneys and their contact details on our website.

 

2.3 ​​​​​​ INTERVENING PARTIES (INCLUDING OPPOSING PARTIES)

If you are an intervening party in the course of our legal services (e.g. foreign counsel, bailiffs, courts, experts, …), we process data that we directly or indirectly receive about you such as your name, company name, function, contact information and information on the details of a case.

We may also receive personal data about you if you are an opposing party to one of our clients. In this case, we may process data about you that we receive from our clients or obtain from specific government databases or other public sources such as your name, company name, company number, function, contact information, (electronic) signature (including timestamp), and information on the details of a case.

 

2.4  APPLICANTS

If you submit an application for a position with us (either online or offline), we process data such as your name, contact information, CV, grades, your correspondence with Eubelius, other documents you provide us with and data we may receive about you from headhunters, employment agencies, selection firms, student associations and/or universities as well as social media and other public sources.

 

2.5 RECIPIENTS OF EUBELIUS’ MARKETING MESSAGES

When you sign up for our Legal Eubdate (newsletters) or Eubelius Flashes, our events or webinars, or if you participate in a survey, we process data such as your name, company name, function, phone number, e‑mail address, your preferred language, specific areas of practice and law in which you are interested, whether you would like a certificate of attendance for the event or webinar, and data we receive from our mailing providers about whether you have opened our newsletter and/or whether you have clicked on any links included in the newsletter. For more information about how we use cookies, please see our Cookie Policy.

 

2.6 OTHER CONTACTS

When you contact us, we process data such as your name, company name, function, e‑mail address, phone number, the content of your correspondence with Eubelius and any other personal data you provide that may be relevant to answering your questions.

When you give us your business card or if we otherwise receive your contact details, we process data such as your name, company name, function, phone number and e‑mail address.

When you browse our website or visit our social media channels, we process data we receive from cookie providers and social media networks about your activity on our website or on our social media pages such as your profile data from the online social media account through which you contact us, your IP address, the pages you visit, the browser you are using, the sites you visited earlier, your language preference, and the time and duration of your visit. More information on the use of cookies by Eubelius can be found in our Cookie Policy.

When you attend our events, we process data such as your name, company name, function, e-mail address, address, telephone number, photographs or videos of you that may be taken during the event, and whether you would like a certificate of attendance.

If you are an alumnus or alumna of Eubelius, we process data such as your name, company name, function, phone number (professional and/or private) and e‑mail address (professional and/or private).

 

3. FOR WHICH PURPOSES AND ON WHAT LEGAL BASIS DO WE PROCESS YOUR PERSONAL DATA?

 

3.1 OFFICE VISITORS

To protect our offices and to pursue our contractual relationship with you

When you visit our offices, we process camera footage from our surveillance cameras in order to protect Eubelius and its business assets against unauthorised access to our offices. In addition, we process your personal data to enable the proper functioning and protection of our guest Wi-Fi network.

If you provide services in our offices as a contractor or a contractor’s employee, we also process your personal data for supplier management and (possible) dispute management purposes.

The processing of your personal data is based on the performance of a contract with you or on our legitimate interests in protecting our offices from unauthorised access.

 

3.2 CLIENTS

To pursue our contractual relationship, to comply with our legal obligations and to keep you informed about our activities

We process your personal data in order to provide legal services to you, for client relationship management, for concluding our agreements or executing other documents via electronic signature, for service improvement, for fraud prevention and possible dispute management, and for fulfilling our legal obligations (e.g. KYC requirements pursuant to anti-money laundering legislation, identification of UBOs, conflict of interests, …).

The processing of your personal data is based on the performance of a contract with you, the legal obligations to which Eubelius is subject or our legitimate interest to provide you with the best client service.

We use tools such as iManage, iManage Share and DocuSign for sharing information with you. We are happy to provide you with more detailed information upon request.

 

To grant you access to the Eubelius Client Zone

We process your personal data to provide you with access to the Eubelius Client Zone where you can find articles written by our attorneys, recordings of webinars we have presented, and other information of interest for your business.

The processing of your personal data is based on your consent when we create an account for the Eubelius Client Zone.

 

3.3 INTERVENING PARTIES (INCLUDING OPPOSING PARTIES)

For the provision of our legal services

When you are an intervening party (e.g. foreign counsel, bailiffs, courts, experts, …) or an opposing party (opposing counsel, client of opposing counsel, …), we process your personal data in order to provide legal services to our clients, to conclude agreements or execute other documents via electronic signature, to communicate and handle questions and requests, to manage possible disputes, to check conflicts of interest and to provide assistance to our clients (e.g. in an investigation).

The processing of your personal data is based on our legitimate interests in providing our legal services to our clients and, in this capacity, we are obliged to process personal data of intervening and opposing parties.

We use tools such as iManage, iManage Share and DocuSign for sharing information with intervening parties. We are happy to provide you with more detailed information upon request.

 

3.4 APPLICANTS

To contact you in the context of a selection and recruitment process (both online and offline)

When you apply for a position at Eubelius, we process your personal data in order to contact you, to follow up on your application for a position as an employee, trainee or attorney, to evaluate your application, to make an assessment of the eligibility and suitability of your candidacy, to organise our recruitment reserve and to invite you to interviews, events, etc. If you give us your consent, we may contact your previous employer.

The processing of your personal data for these purposes is based on your consent or your request for us to take steps prior to entering into a contract. You are free to choose to provide us with your personal data for this purpose and you may object and/or withdraw your consent at any time (see Question 8).

Your personal data will be deleted after a period of 2 years after the closing of the application process, unless you give your consent for us to keep your personal data in our recruitment database.

You can withdraw your consent at any time.

 

3.5 RECIPIENTS OF EUBELIUS’ MARKETING MESSAGES

To keep you informed about our services and activities and for direct marketing purposes

We process your personal data if you tell us that you wish to be kept informed by signing up, for example, for Legal Eubdate (the Eubelius newsletter) and Eubelius Flashes, invitations to seminars, alumni events or other events, or when you participate in a survey. We also use this information to inform you about subjects that might be of interest to you.

If you are (a contact person of) a client or if you are an alumnus or almuna of Eubelius, given the relationship with you, we have an interest in keeping you informed, and we assume that you want to be kept informed. If you no longer wish to receive our newsletters or invitations, you can easily unsubscribe via the Unsubscribe button at the bottom of every e‑mail or you can contact us directly (see Question 9). In this case, the processing of your personal data is based on Eubelius’ legitimate interests (soft opt-in) to keep its clientele and alumni informed about our activities. You may object to the processing of your personal data for this purpose at any time (see Question 8).

If you are not (a contact person of) a client or an alumnus or alumna of Eubelius, we process this information based on your consent. You are free to choose to provide us with your personal data for this purpose and you may withdraw your consent at any time (see Question 8).

 

To create statistics about our seminars and webinars, Legal Eubdates and Eubelius Flashes

We also process statistics on our seminars and webinars, about how our newsletters and invitations are opened and read by recipients based on our legitimate interest to evaluate the content that we provide to you and to improve our services.

 

3.6 OTHER CONTACT

​​​​​​​3.6.1 WHEN YOU CONTACT US

To answer your questions and to communicate with you

When you ask us a question (by telephone, via the contact form on the website, by e‑mail or via our social media channels), we will process your personal data in order to answer your question. We may also use your personal data to inform you about our services and activities.

​​​​​​​The processing of your personal data is based on our legitimate interest to handle your questions and requests in the best possible way and to communicate with you.

 

​​​​​​​3.6.2 WHEN YOU GIVE US YOUR BUSINESS CARD OR IF WE RECEIVE YOUR CONTACT DETAILS

To answer your questions, exchange information and to keep you informed about our activities

If you give us your business card or if you otherwise provide us with your contact details, we will process your personal data in order to contact you, to answer your question(s), to send you newsletters or invitations to events and to conduct market research.

We process your information based on your consent and/or Eubelius’ legitimate interests (soft opt-in) to gain an insight into how you got in touch with Eubelius. You are free to choose to provide us with your personal data, and you may withdraw your consent or object to the processing of your personal data for this purpose at any time (see Question 8).

 

​​​​​​​​​​​​​​3.6.3 WHEN YOU BROWSE OUR WEBSITE OR VISIT OUR SOCIAL MEDIA CHANNELS

For the security, technical and functional management and improvement of our website and social media channels

We process (statistical) data obtained through cookies and social media for the technical and functional management of our website, to make our website easy to use and to optimise our website and social media channels. By using your data, we can check how our website is used and how we can improve its content and layout. This data also allows us to adequately secure our website.

The processing of this data is based on your consent (via our cookie banner) or on the legitimate interest of Eubelius in providing a well-functioning and secure website and pages with content that is relevant for you.

For more information about the use of cookies by Eubelius, please see our Cookie Policy.

 

​​​​​​​3.6.4 WHEN YOU ATTEND OUR EVENTS

To invite you to our (upcoming) events or webinars, to complete your registration for an event or webinar, and to evaluate the event or webinar

When we invite you to an event or a webinar and when you sign up for an event or a webinar, we process your personal data to complete your registration, to provide you with access to the event or webinar, to keep you informed and provide you with additional information about the event or webinar as well as future events or webinars, and to track your attendance during a webinar in order to provide you with a certificate of attendance after the webinar. We also process your personal data to ask for your feedback afterwards.

The processing of this data is based on your consent, on your request for us to take steps to enter into an agreement or on the legitimate interest of Eubelius in processing your registration properly, ensuring that the event and webinars run smoothly and evaluating our events and webinars. You are free to choose to provide us with your personal data for this purpose, and you may withdraw your consent for this purpose or object to the processing for this purpose at any time (see Question 8).

 

For promotional and communication purposes

We process your personal data when we film and take photos at our events. These images and footage can be used for promotional material and messages on social media. As far as possible, we endeavour to take non-targeted photos that set the scene (e.g. photos that are spontaneous, unposed, and that represent the general atmosphere without specifically highlighting specific individuals).

The processing of this data is based on our legitimate interest in recording our events and communicating about them. 

For targeted photos or images, we aim to seek your consent in advance as far as possible. If you do not wish to be filmed or photographed, or if you do not want your images or footage to be used for promotional purposes, you have the right to object at any time (see Question 8) or you can communicate your objection to one of our staff members present at the event. 

 

4. WHO HAS ACCESS TO YOUR PERSONAL DATA?

Eubelius is selective regarding the parties to whom it discloses your personal data and chooses them carefully. In all cases, we strive to ensure that sufficient safeguards for the protection and confidentiality of your data are in place.

Eubelius may, always subject to the attorney-client privilege, disclose personal data to third-party service providers and other parties that perform certain (processing) services on our behalf, such as:

  • processors who act on our behalf (i.e. partners, suppliers, subcontractors, external service providers engaged by Eubelius, …), such as web-hosting companies, marketing and communication agencies, mailing vendors (e.g. Flexmail), software providers (e.g. iManage), analytics providers, translation agencies, companies that organise and broadcast webinars (e.g. Webinargeek), eSignature companies (e.g. DocuSign), visitor registration companies (e.g. SignInApp) etc. Eubelius concludes a processing agreement with the parties that have access to personal data for the performance of their services;
  • IT service providers that provide technical support;
  • Eubelius’ attorneys (i.e. partners, (senior/of) counsels, associates and trainees);
  • external attorneys and advisors: in certain cases, we may transfer your personal data (including your e-mail correspondence) to attorneys and external advisors if this is necessary in order for them to give us advice or to defend our or your rights;
  • intervening parties in legal proceedings (opposing counsel, bailiffs, courts, notaries, auditors, (court-appointed) experts ….) if this is necessary for providing our legal services;
  • bookkeepers, accountants, insurance brokers and insurers of Eubelius;
  • institutions associated with the legal profession, such as, but not limited to, the Order of Flemish Bars (Orde van Vlaamse Balies), Order of French and German-speaking Bars of Belgium (l’Ordre des barreaux francophones et germanophone de Belgique), their chairs, local orders of attorneys (lokale Ordes van Advocaten), Legal Aid Offices (Bureaus voor Juridische Bijstand) Bureaux d'aide juridique) in the context of pro bono cases;
  • digital platforms offering services for submission of legal documents, such as Digital Platform for Attorneys (dp-a), e-Deposit (for online filing of procedural and other documents ), Regsol, etc.;
  • supervisory and other authorities: in certain cases, we may transfer your personal data to supervisory authorities, police, judicial or other authorities if we believe that we are required to do so based on the applicable legislation or regulation or based on another lawful request or order.

For our mailing campaigns, our data management system and the broadcasting of our webinars, we make use of software from external service providers. This means that it is possible that your data will be processed outside the European Economic Area. Eubelius has agreed the necessary contractual safeguards by means of the European Commission’s Standard Contractual Clauses. More information can be found in Question 5.

 

5. DOES EUBELIUS PROCESS YOUR PERSONAL DATA OUTSIDE THE EUROPEAN ECONOMIC AREA (EEA)?

Some data may be stored or transferred outside the European Economic Area (EEA) for the purposes described in Question 3 above. It is possible that this transfer may occur via service providers (as mentioned in Question 4 above) established outside the territory of the EEA or because data is stored on a server located outside the EEA or data is accessible from outside the EEA.

In this respect, Eubelius is committed to ensuring an adequate and sufficient level of protection for your data, in particular by relying on an adequacy decision under Article 45 of the GDPR for the country to which data is transferred, by concluding standard contractual clauses under Article 46(2) of the GDPR, or by means of any other appropriate safeguards provided for in Chapter V of the GDPR.

If you have any questions about the transfer of your personal data outside the EEA, you can send a dated and signed request to Eubelius (cf. contact details under Question 9).

 

6. WHAT ABOUT LINKS TO OTHER WEBSITES AND SOCIAL MEDIA?

The Eubelius website contains references (e.g. via hyperlinks, social media plug-ins, links to social media operators) to other websites which are offered by other companies or by social media. Eubelius is not responsible for the processing of personal data via these websites, nor does this Privacy Policy apply to these websites. Eubelius advises you to check the privacy policies of these websites or social media.

 

Social media pages of Eubelius

Eubelius has pages on LinkedIn, Twitter, Facebook, Instagram and Vimeo. When you visit these pages, your data will be transmitted to the operator of the respective social media network through the use of cookies. Social media networks may receive information such as details of which websites you have currently and previously visited and your IP address. When you visit these pages, it is possible that we may receive aggregated data from the respective social media network in the form of statistics about how our pages are viewed by social media users.

 

Social media sharing options

Our website allows you to share content with LinkedIn, Twitter, Facebook, Instagram, and Vimeo. When using these social media plug-in functions (e.g. the “Share” button), information about your usage is transmitted directly from your browser to the corresponding social media network. If you are already registered with a social media network and you visit our website, the operator of that network may be able to assign the visit to your personal account through the social media plug-ins. If you are not yet a member of a social media network, it is still possible for the social media networks to receive and store your IP address and information about the browser and operating system you are using through the social media plug-ins.

If you share content from our website on the social media page directly, your personal data will be visible to visitors to these social media. For details of the scope and purpose of data collection as well as the further processing and use of data by social media networks and information on rights and settings to protect your privacy, please refer to the privacy policies of these social media networks (available here: Facebook, LinkedIn, Twitter, Instagram and Vimeo).

 

7. HOW DO WE PROTECT YOUR PERSONAL DATA AND HOW LONG DO WE KEEP YOUR PERSONAL DATA?

Eubelius takes reasonable security measures to protect your personal data from destruction, loss, modification or any other unauthorised processing. To safeguard our legitimate interest in adequately securing our business assets, all incoming and outgoing e‑mails are monitored, in particular for spam, virus and ransomware detection.

Eubelius does not retain your personal data for longer than necessary for the purposes outlined in this Privacy Policy. Longer retention periods may be required under a legal or contractual obligation or in the case of a dispute. We apply, for example, the following retention periods:

  • Surveillance camera footage will be stored for one month. If the footage is required for the investigation of any issues or irregularities, the footage will be stored longer;
  • Attorneys are under a general obligation to retain records and documents concerning a contractual relationship between a client and Eubelius for a period of at least 5 years after the end of the contractual relationship. We may, however, retain your personal data for a longer period if retention is required for our business operations, compliance with our legal obligations (e.g. the anti-money laundering legislation requires a retention period of 10 years for all documents relating to compliance with anti-money laundering legislation), and/or in the case of a dispute.

 

8. WHAT ARE YOUR RIGHTS AND HOW CAN YOU EXERCISE YOUR RIGHTS?

You have a number of rights with regard to the processing of your personal data. You have the right:

  • to request free access to your personal data processed by Eubelius and to receive a copy of the data;
  • to request correction of your data if you think the data are inaccurate;
  • to request erasure of your data or restriction of the processing of your data;
  • to object to the processing of your personal data, without substantiation in the case of direct marketing at any time, or with substantiation in other cases;
  • to request the portability of your data, to request not to be the subject of profiling, and you may object to the processing of your personal data, without giving reasons in the case of direct marketing, or on grounds relating to your particular situation in other cases;
  • to file a complaint with the supervisory authority, which is the Belgian Data Protection Authority (“Gegevensbeschermingsautoriteit” / “Autorité de protection des données”). The authority can be reached by post at Rue de la Presse 35, 1000 Brussels, and by e‑mail at the following address: contact@apd-gba.be.

If the processing of your personal data is based on your consent, you may withdraw your consent at any time. Withdrawal of your consent does not affect the lawfulness of the processing based on consent before your withdrawal. Please note that in such cases it will no longer be possible to render our services to you.

You can send your dated and signed request based on the above rights to dataprotection@eubelius.com or by post to Avenue Louise 99, 1050 Brussels. Eubelius cannot handle your request without proof of your identity. Please note that the applicable legislation may include exceptions to and impose conditions on the exercising of the above rights.

 

9. HOW CAN YOU CONTACT US?

If you have further questions or complaints about the processing of your personal data, about our website or about this Privacy Policy, you can always contact us: