Privacy Policy

1. Introduction

Clarity Legal BV/SRL (“Clarity Legal”, “we”, “us”, “our”) is a law firm established in Belgium and subject to Belgian and EU data protection rules, including the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and the Belgian Data Protection Act of 30 July 2018.

We are committed to protecting the privacy, confidentiality and security of the personal data we process in the course of our activities. This Privacy Policy describes:

• What personal data we collect
• Why and how we process it
• Our legal bases for processing
• With whom we share personal data
• How long we retain personal data
• Your GDPR rights and how you may exercise them

This Policy applies when you:

• Visit our website www.claritylegal.be
• Become a client or request our assistance
• Interact with us as a supplier, partner or counsel
• Apply for a job
• Subscribe to newsletters or attend our events

 

2. Data Controller

Clarity Legal BV/SRL 
Boulevard Bischoffsheim 15, 1000 Brussels – Belgium 
Company number: 1026.433.808 
info@claritylegal.be

We determine the purposes and means of the processing of personal data we handle in the course of delivering legal services or managing our operations.

 

3. Categories of Personal Data We Process

3.1. Identification and contact information

  • Name, surname

  • Professional title, employer, department

  • Email address, phone number, postal address

  • Language preferences

3.2. Client-matter and professional data

This includes data provided by clients or collected in the context of legal advice or dispute resolution:

  • Contractual information

  • Employment-related documentation

  • Correspondence, statements, notes, reports

  • Procedural documents, evidence, supporting documents

3.3. Special categories of personal data (sensitive data)

Under Article 9 GDPR, we may process sensitive data only when necessary and justified, typically within the context of legal representation. This may include:

  • Health data

  • Trade-union membership

  • Data relating to disciplinary matters

  • Criminal convictions or offences (Art. 10 GDPR)

We process such data when necessary for the establishment, exercise or defence of legal claims or with your explicit consent.

3.4. Website and technical data

When you visit our website:

  • IP address

  • Browser type, device type, operating system

  • Pages viewed, access times, referring websites

  • Cookie identifiers (see Cookie Policy)

3.5. Supplier and service-provider data

  • Contact details of business contacts

  • Billing details

  • Contractual documentation

3.6. Job applicant data

  • CV, cover letters

  • Diplomas, certificates, references

  • Employment history

  • Identification data required by law (e.g., national ID when applicable)

3.7. Event and marketing data

  • Registration details

  • Attendance lists

  • Preferences (e.g., areas of interest)

  • Photographs taken during events (with notice or consent)

     

4. How We Collect Personal Data

We collect personal data:

  • Directly from you, when you contact us, request services, submit forms, or communicate by email or phone.

  • Indirectly, from:

    • Clients who involve you in a matter

    • Your employer or colleagues

    • Opposing parties or their representatives

    • Public databases (BCE, Official Gazette, LinkedIn, websites, press)

    • Authorities, courts, mediators, experts

  • Automatically, through cookies, analytics tools and website logs.

     

5. Purposes of Processing and Legal Bases

We process personal data only when we have a valid legal basis under Articles 6–10 GDPR. Below are the purposes and corresponding legal bases:

5.1. Provision of legal services – Art. 6(1)(b) & 6(1)(f) GDPR

Processing is necessary to: 

  • Respond to enquiries

  • Conduct conflict-of-interest checks

  • Provide legal advice or representation

  • Prepare and review legal documents

  • Manage client relationships

  • Ensure quality and ethical compliance

5.2. Compliance with legal obligations – Art. 6(1)(c) GDPR

Such as: 

  • Anti-money laundering (KYC/AML) obligations

  • Accounting, tax and regulatory duties

  • Professional rules imposed by the Bar

5.3. Protection of legitimate interests – Art. 6(1)(f) GDPR

Including:

  • Ensuring IT and information security

  • Improving our services and website

  • Preventing fraud and abusive behaviour

  • Managing business operations efficiently

  • Defending legal claims

We always balance our legitimate interests with your fundamental rights.

5.4. Consent – Art. 6(1)(a) & Art. 9(2)(a) GDPR

Used for:

  • Newsletters and marketing communications

  • Use of non-essential cookies

  • Photography/video at events (when applicable)

  • Handling of certain sensitive data where no other legal basis applies

You may withdraw consent at any time without affecting past processing.

5.5. Establishment, exercise or defence of legal claims – Art. 9(2)(f) GDPR

This is the primary basis for processing sensitive data in client matters.

 

6. Sharing of Personal Data

We only share data when strictly necessary and always under confidentiality safeguards.

6.1. Internal recipients

  • Partners, associates, lawyers

  • Employees and administrative staff
    All are bound by strict professional secrecy obligations.

6.2. External recipients

Depending on the matter or purpose:

  • IT and cloud-service providers

  • Accountants, auditors and consultants

  • Other law firms and counsel

  • Courts, tribunals and arbitrators

  • Mediators, experts, bailiffs

  • Authorities and regulators

  • Event organisers (for registration purposes)

We ensure that third parties receive only the data necessary for their role.

6.3. International data transfers

If data is transferred outside the European Economic Area (EEA), we rely on:

  • An adequacy decision

  • Standard Contractual Clauses (SCCs)

  • Appropriate technical and organisational measures

 

7. Retention of Personal Data

We retain personal data only as long as necessary for the purposes for which it was collected, and in accordance with legal and professional requirements.

Typical retention periods:

  • Client files: 10 years after matter closing (Belgian professional rules)

  • Accounting data: 7–10 years (legal obligations)

  • Marketing data: until you unsubscribe

  • Job applications: up to 5 years (unless retained with consent)

  • Event photos: until consent withdrawal or expiry of purpose

  • Website logs: short-term technical retention and as specified in Cookie Policy

After retention periods expire, data is securely deleted or anonymised.

 

8. Security Measures

We employ appropriate technical and organisational measures to safeguard your data, including:

  • Secure servers and encrypted storage

  • Access control and authentication systems

  • Firewalls and intrusion detection

  • Data minimisation and confidentiality protocols

  • Staff training and professional secrecy

  • Incident detection and breach-notification procedures

Despite these measures, no system can be guaranteed fully secure.

 

9. Your Rights

You have the following rights, within legal limits:

9.1. Right of access

Receive confirmation of whether we process your data and obtain a copy.

9.2. Right to rectification

Correct inaccurate or incomplete data.

9.3. Right to erasure (“right to be forgotten”)

Applicable when:

  • Data is no longer needed

  • Consent is withdrawn

  • Processing is unlawful

Restrictions apply for legal obligations and legal claims.

9.4. Right to restriction of processing

For example, during a dispute about accuracy or lawfulness.

9.5. Right to data portability

Receive data in structured, machine-readable format or request transfer to another controller.

9.6. Right to object

You may object:

  • For legitimate-interest processing

  • At any time for direct marketing

9.7. Right to withdraw consent

At any time, without affecting prior processing.

9.8. Right to lodge a complaint

Belgian Data Protection Authority (APD/GBA)
Rue de la Presse 35, 1000 Brussels
contact@apd-gba.be
www.dataprotectionauthority.be

To exercise your rights: info@claritylegal.be
We may ask for proof of identity.

 

10. Changes to This Policy

We may update this Policy to reflect legal, technical or operational changes. The most recent version will always be available on our website with a revised “Last updated” date.

 

Last updated: 9 December 2025