Article 1 Collected personal data
Newton processes your Personal Data in the context of its activities. This concerns:
Client data – When you use the functionalities of our Website or assign certain services to us, we collect and process the following personal data in the context of our activities: your surname, first name, address, e-mail address, telephone number, the name of your company and VAT number, financial data, personal characteristics, information relating to your career, your occupation, data relating to proceedings, criminal convictions or related measures and any other data you provide to us;
Supplier data – If you are a (potential) supplier, we will process the following personal data about you and possibly some of your employees: surname, first name, address, e-mail address, telephone details, the name of your company and VAT number, bank account number, and any other data that you provide to us;
Communication data – If you call us, email us or submit a contact form, we may collect the following personal data: your name, email address, telephone number, as well as the data you provide yourself;
Some personal data are obtained from third parties (e.g. your advisors provide us personal data following your instructions, including notaries-public, lawyers and other professional advisors), from public sources (the Belgian State Gazette, the Crossroads Bank of Enterprises and other public services) and from certain private sources (social media and B2B databases).
Article 2 Purposes of the processing of data
2.1 If personal data must be processed to enable the performance of the services we provide or our agreement or to comply with legal obligations the legal ground is contractual necessity or legal obligation. In that case, failure to provide the required personal data shall prevent the start or the continuation of our professional relationship.
Personal data concerning proceedings, criminal convictions and offences or related security measures are processed solely in the context of the defence of our clients’ interests.
2.2. More precisely we will use your personal data for:
- Clients – to manage the delivery and invoicing of services assigned by you, based on the necessity to perform a contract that you have requested or because we have a legal obligation or legitimate interest in doing so;
- Suppliers – to send you an invitation to tender, place an order, pay your invoices and communicate with you, on the legal basis of the necessity to perform a contract;
- Communication data – in order to be able to answer your question or request, on the legal basis of your explicit, prior consent online and our legitimate interest in contacting you by telephone;
- Compliance with legal and regulatory obligations (including fraud prevention and detection) – Identification and contact details about you and possibly some of your employees, financial data, identity card number and national number.
2.3. We also use your personal data for direct marketing, our newsletter, on the legal basis of our legitimate interest with regard to existing clients or people interested in our services, or your explicit, prior consent in all other cases.
If you no longer wish to receive such communications and wish us to stop processing your personal data for our direct marketing purposes, this can be done at no cost and without you having to give a reason, by clicking on the link in each of our direct mailings or by contacting us directly by e-mail or telephone.
Article 3 How we share your personal data with third parties
3.1. In certain circumstances, we may share your personal data with yourself and possibly with third parties:
- Your employer or some of your employees, professional advisors assigned by you;
- public authorities, courts and supervisory authorities, our Bar Association on the basis of a court order or in order to comply with other mandatory laws or regulations and deontological obligations;
- financial institutions, insurance institutions, in the context of your and our relationship with those parties;
- other professional advisors such as lawyers, bailiffs and (court appointed) experts, insofar necessary for our services;
- a number of technical service providers (processors) for the hosting of our website, files and subject to processing agreements.
3.2. Newton employs the services of ICT service providers for certain services. These ICT service providers export a limited set of personal data to third countries, i.e. to the USA. For this transfer of personal data, these service providers rely on EU/US Privacy Shield and model clauses approved by the European Commission. The transfer of personal data only relates to identification data and contact details for client management and direct marketing purposes.
Personal data processed as part of our files is stored solely in the EU.
Article 4 Duration of the processing
We will retain your personal data for as long as this is necessary in accordance with the purposes of processing and legal provisions:
- Client management: 10 years after the end of the services provided;
- Supplier management: 10 years after the end of the services provided;
- Fraud detection and prevention: 10 years after the end of the services provided/the transaction;
- Direct marketing: 3 years after the last meaningful contact, it being understood that a renewal is possible following consent
- Compliance with legal obligation: for the term imposed by law.
Article 5 Your rights
You have the right to access your personal data and the ways in which we use them at any time, free of charge.
You have the right to request us to correct, supplement or remove your personal data.
In a number of cases listed in the GDPR, you may also ask us to limit the processing of your personal data.
You have the right to object to the processing of your personal data if you have serious and legitimate reasons that exceed our need to process your data.
You also have the right to object at any time to the use of personal data for direct marketing purposes, even without having to give a reason.
You have the right to request your personal data in digital and readable form and/or to have them transferred to another service provider of your choice.
Insofar as our processing is based on your prior consent, you have the right to revoke that consent at any time.
You can exercise your rights by e-mail to firstname.lastname@example.org , by post to Newton Law BV with offices at Lambroekstraat 5A, B-1831 Diegem (België).
You have the right to file a complaint with the Belgian Data Protection Authority:
Tel : +32 (0)2 274 48 00
If necessary, you can also file a claim for damages before the civil court.
Article 6 How we secure your personal data
We have taken the appropriate technical and organizational security measures to ensure the safety of your personal data using various tools including awareness training of our staff, encryption, antivirus software, careful selection of third party suppliers and back-end access management.
Under no circumstances can Newton be held liable for any direct or indirect damage resulting from the incorrect or unlawful use of personal data by a third party.