1. YOUR PRIVACY IS IMPORTANT
We are talking about you as a (future) tenant, customer of our company, supplier or a stakeholder of an organisation in contact with us.
1.1. IN ADVANCE
We also explain what personal data we process when you:
- Using our services
- Renting a residential or commercial property
- Subscribe to our newsletter
- Ask questions via our website
- Visit our company, events and fairs
You will also find your rights and how to exercise them.
1.2. WHO PROCESSES YOUR DATA? WHO ARE WE?
This is a group of companies that work closely together to provide you with residential and commercial properties to rent, and it is aimed at private clients and businesses.
- Vicinity Partners, Bosrechterstraat 50, 1170 Watermaal-Bosvoorde – BE-0724.935.240
- Vicinity Services, Bosrechterstraat 50, 1170 Watermaal-Bosvoorde – BE-0759.989.456
- VAHF, Bosrechterstraat 50, 1170 Watermaal-Bosvoorde – BE-0408.217.768
The aforementioned companies are jointly responsible for processing your personal data, with Vicinity Partners being the final responsible party for processing your personal data and therefore also your contact person.
When we refer in this policy to “We”, “Our”, “Name of the Group”, we are clearly referring to the group of companies, as explained above.
1.3. HOW CAN YOU REACH US?
- The address Bosrechterstraat 50 at 1170 Watermaal-Bosvoorde
- By e-mail to the e-mail address email@example.com
Vicinity has appointed a Data Protection Officer (DPO). You can always reach our DPO at the above coordinates
1.4. VICINITY’S LEAD SUPERVISORY AUTHORITY
2. YOUR RIGHT TO PRIVACY
Your rights will be exercised in our systems and procedures no later than 30 days after we have received your application. If we are unable to meet this deadline for any reason, we will inform you before the original period lapses.
2.1. YOU MAY VIEW YOUR PERSONAL DATA
In this case, you can also find out how long we store the data, whether the data is used for automated decision-making and whether we intend to send the data to a country outside the European Union.
We will provide you with the requested information in writing or electronically within a reasonable period of time.
2.2. YOU CAN HAVE YOUR DATA CORRECTED/UPDATED
2.3. RIGHT TO ERASURE
2.4. RIGHT TO RESTRICT PERSONAL DATA
You can ask us to limit the processing of your personal data if you suspect that the data is incorrect, the processing is unlawful or if you do not agree that we process the data under our legitimate interest (see article 3.3). We will comply with this objection unless there are compelling reasons not to do so, for example, to prevent fraud or non-payment.
2.5. RIGHT TO OBJECT
You have the right to object to the processing of your personal data, including profiling. The processing will then be stopped, unless it is necessary for compliance with social and fiscal legislation, to protect the interests of a third party or for the establishment, exercise or substantiation of a legal claim.
2.6. RIGHT TO DATA PORTABILITY
2.7. RIGHT TO COMPLAIN
2.8. IDENTIFICATION OF THE APPLICANT
- by letter to the address Bosrechterstraat 50 in 1170 Watermaal-Bosvoorde
- By e-mail to the e-mail address firstname.lastname@example.org
Always be as specific as possible when exercising your rights. This will allow us to exercise your request correctly.
In order to prevent someone else from exercising your rights, we want to check your identity as closely as possible. Therefore, the application must always be accompanied by a document that proves that the identity of the applicant corresponds to your identity. You can do this by attaching a copy of your identity card to the application. Please make sure that your passport photo and identity card number (etc.) are blacked out, to protect your privacy.
If we consider that the document supplied is insufficient proof, we will inform you. We reserve the right not to grant the application until satisfactory proof is provided.
3. WHY DO WE WANT TO PROCESS YOUR PERSONAL DATA?
3.1. VICINITY MUST COMPLY WITH LEGAL OBLIGATIONS
In some cases, we are legally obliged to process your personal data. Here are the most important cases:
- tax law
- commercial law
- rental law
- verify your identity. This can be done, for example, by asking for a clear, recent copy of your identity card.
- We may be forced to provide personal data to authorities or other third parties when this is necessary, for example, in connection with a legal obligation or for the performance of a task of public interest.
3.2. VICINITY MUST BE ABLE TO PERFORM ITS CONTRACT WITH YOU
This also applies if you are our supplier. Proper execution of contracts requires processing of personal data at administrative, accounting and operational level.
Our agreement is to provide you with a well-functioning website when you visit. For this purpose, we place the so-called functional or strictly necessary cookies.
3.3. VICINITY MUST BE ABLE TO FUNCTION AS A COMPANY IN TERMS OF COMMUNICATION
Vicinity wishes to continue communicating with its (prospective) tenants through direct marketing. This can be done on your specific request or we may suspect that you are interested in our new services. As we aim to offer you better service, better products and want to communicate this to you, we process your personal data for direct marketing under our company’s legimate interest to conduct its business. This information can reach you in many ways, namely by e-mail, by post, by phone and at events. We will choose the most appropriate way that disturb you as little as possible. However, if you do not wish to receive our commercial communications, just let us know and we will stop bothering you. You can do this for all our communications or for one of the different channels.
The companies in Vicinity Partners are strongly linked to each other and exchange personal data as part of the relationship. This processing also falls under our legitimate business interest.
3.4. VICINITY INVESTS IN GOOD NEIGHBOURLY RELATIONS
Should you, as a tenant, nevertheless have objections to this processing, you can lodge them. We will then ensure that you no longer remain a member of the community.
3.5. VICINITY ASKS YOUR CONSENT
You can withdraw your consent at any time. You can find our contact details in point 2.8.
4. WHAT PERSONAL DATA DO WE PROCESS FROM YOU AND FOR WHAT PURPOSES?
4.1. FROM OUR BUSINESS RELATIONS WITH OTHER COMPANIES
In order to contact and identify you, for our customer and supplier management, we process the following data: name, first name, title, telephone number, mobile phone number, language, e-mail address, IP address and the cookies
4.2. FROM OUR PRIVATE TENANTS
- Name, first name, address, e-mail address, place of birth, telephone and/or mobile phone number, marital status, nationality, language, title, sex, national register number and identity card number, photograph, family situation, professional situation
- Financial data such as bank account number, direct debit number, net income, payslips, VAT number
- Meter reading of utilities, access to the housing units.
- IP address of devices and cookies
4.3. FROM OUR PROSPECTIVE TENANTS
Cookies do not endanger the security of your computer.
4.5. PERSONAL DATA THROUGH THIRD PARTIES
4.6. SURVEILLANCE CAMERA IMAGES ARE TEMPORARILY STORED
Image recordings are kept for a maximum of 30 days. We extend this period if the images are useful
- for the evidence of a crime or nuisance
- to prove a loss
- to identify an offender, a witness or a victim
5. ON THE SHARING AND RETENTION OF YOUR PERSONAL DATA
5.1. WITH WHOM DO WE SHARE YOUR PERSONAL DATA?
We use various processors for the processing of personal data. These are our subcontractors who process personal data on our behalf. Vicinity only works with processors that guarantee the same safety standards on a technical and operational level.
We do not sell, rent or disclose your personal data to third parties for their own use.
We will only share your data if we are required to do so by law or government order.
5.2. INTERNATIONAL DATA TRANSFERS
5.2. WE DO NOT KEEP YOUR DATA INDEFINITELY
The starting point for keeping track of your personal data is the legal retention period.
The personal data of existing tenants are kept for the period that Vicinity owns the buildings. This period can be extended by the duration of Vicinity’s liability.
We keep the personal data of potential new tenants who have shown great interest in our properties for one year after the first contact. For other prospective tenants, we delete the personal data after 3 months.
We keep the personal data of our suppliers for the entire duration of the cooperation extended by the time Vicinity’s liability applies.
Nous créeons des lieux de vie confortables et durables.