Privacy policy

Privacy policy - processing of personal data

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

  • Hillewaere Group Belgium NV, with registered office at Parklaan 46, 2300 Turnhout, company number BE0764.344.459, VAT BE0764.344.459.
  • Hillewaere Insurance NV, with 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 requested on simple request)
  • Hillewaere Vastgoed BV, with registered office at Parklaan 46, 2300 Turnhout, company number 0479.516.629,
  • Hillewaere Real Estate Brussels BV, with registered office at Parklaan 46, 2300 Turnhout, company number 1008.898.978,

Although a single privacy statement has been drawn up, all of the above entities are separate controllers when they process personal data. For the sake of readability, the companies of the Hillewaere group are referred to below as ‘Hillewaere’. Below is an indication of which processing operations apply to all companies or to specific companies. As an exception to the above, Hillewaere Insurance NV and its affiliated insurance intermediaries have joint responsibility for processing, with Hillewaere Insurance NV being responsible for the organisation and monitoring of the processing, transparency, monitoring of breaches and any rights of the data subject. You can contact Hillewaere Insurance NV to exercise your rights and make any complaints.

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

Hillewaere strives 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 additional data protection legislation.

This privacy statement was last updated on 28/01/2026 and has version number 1.1.

Article 1 - overview of processing activities per company

For each company within the Hillewaere Group, the processing activities they carry out are indicated below:

  • Hillewaere Group Belgium NV
    • Supplier management
    • Compliance with legal obligations
    • Fraud prevention and combating
  • Hillewaere Insurance NV and all affiliated insurance intermediaries not explicitly 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

1.1 Customer management, including insurance brokerage or real estate brokerage

We process the following personal data:

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

The legal basis for this processing is contractual necessity (including pre-contractual measures) and legal obligation. For sensitive categories of personal data (health data and criminal personal data), we ask for 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 performing and improving the service provided to you. These recordings are only made with your consent. Recordings for evidence purposes are subject to a specific retention period, namely the statutory limitation period. Recordings for customer management purposes are subject to the general retention period specified 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, CBE and government services) and from certain private sources (social media and B2B databases, as well as counterparties in transactions in which you are involved).

If the basis is contractual necessity or legal obligation, the personal data must be provided in order to enable the performance of the agreement or to comply with a legal obligation. If the required data is not provided, the relationship cannot be continued.

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

1.2 Direct marketing

We process the following personal data:

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

The legal basis for this processing is legitimate interest (freedom of enterprise 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 after the last meaningful contact, with the understanding that this period may be renewed with your consent.

1.3 Supplier management

We process the following personal data:

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

The legal basis for this processing is contractual necessity (including pre-contractual measures) and legal obligation. For the processing of data of suppliers' employees, we invoke our legitimate interest (freedom of enterprise).

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 CBE and government services) and from certain private sources (social media and B2B databases).

If the basis is contractual necessity or legal obligation, the personal data must be provided in order to enable the performance of the agreement or to comply with a legal obligation. If the required data is not provided, the relationship cannot be continued.

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

1.4 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 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, CBE and government services) and from certain private sources (social media and B2B databases).

If the basis is contractual necessity or legal obligation, the personal data must be provided in order to enable the performance of the agreement or to comply with a legal obligation. If the required data is not provided, the relationship cannot be continued.

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

1.5 Fraud prevention and combating (legitimate interest, i.e. 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 legal obligation.

If the basis is contractual necessity or legal obligation, the personal data must be provided in order to enable the performance of the agreement or to comply with a legal obligation. If the required data is not provided, the relationship cannot be continued.

Judicial personal data and criminal personal data are only processed 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 after the end of the agreement/transaction.

Article 2 - export of personal data

For the organisation of our ICT 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 export, we use the EU/US Privacy Shield and standard contractual clauses approved by the European Commission. If you would like further information about 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 advisors designated 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 if this is necessary to represent your interests and follow up on your specific file.
  • We share your personal data with government agencies, courts and tribunals, and supervisory authorities.
  • We share your personal data with other professional advisers, solicitors, bailiffs and (legal) experts, insofar as this is necessary for our services.
  • We use a number of technical processors, such as website, file and dossier hosting, with whom the necessary processing agreements have been concluded.

Article 4 - your rights

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

  • The right to access and correct 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 the basis of circumstances specific to your particular situation.
  • The right to erasure, restriction 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 quick amicable solution to your complaint.

The exercise of these rights is subject to certain conditions under the GDPR.

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

How can you contact us?

You can always contact us using the contact details below:

Hillewaere
privacy@hillewaere.be

Changes

We reserve the right to amend this statement from time to time. If the amendments are substantial, we will notify you via our website or by email.