Register of Processing Activities

 

This is the Register of U-Residence / De Valk Leuven (Federale REIM NV) residing at Stoofstraat 12 1000 Brussel Belgium with company registration number BE0825.774.262.

Name of the privacy coordinator : Trudo Smeesters 

Email of the privacy coordinator : trudo.smeesters@federale.be 

What we collect, process and store about our customers

When we collect, process and store customer data, we want to make sure we only collect, process and store data we really need and are entitled to handle in this way. This section helps us to design the correct privacy protocol.

 Customer appointments
Description
Register customer appointments either on paper or on a computer
Purpose
To manage availability and calendar
Affected Data Subjects
Clients
Data categories
Customer name, Personal email address, Date & time, Property Location Data
Legal basis
Contract
Retention period
As from termination of contract, retention during the legal period and/or period relevant for legal action
Security arragements
Functionally and technically in line with industry best practices
Third party recipients
N/A
Data is processed in the EU
Customer correspondence
Description
communication with customers in electronic or paper form
Purpose
To provide proper service to the client
Affected Data Subjects
Clients
Data categories
Customer name, Student Number, Degree course, Personal phone number, Signature, Bank account, Passport, Personal email address, ID card, Home address , Contract, Involved party name, Correspondence content, Proof of registration
Legal basis
Contract
Retention period
As from termination of contract, retention during the legal period and/or period relevant for legal action
Security arragements
Functionally and technically in line with industry best practices
Third party recipients
N/A
Data is processed in the EU
Customer invoicing & accounting
Description
Calculating the fee owed, sending out invoices and ensuring payment
Purpose
To ensure proper payment
Affected Data Subjects
Clients
Data categories
Customer name, Bank account, Payment balance data, Home address
Legal basis
Contract
Retention period
As from termination of contract, retention during the legal period and/or period relevant for legal action
Security arragements
Functionally and technically in line with industry best practices
Third party recipients
N/A
Data is processed in the EU
Webshop
Description
Website or web page allowing actual purchase or reservation of goods and/or services by customers
Purpose
To ensure execution of the service to the client
Affected Data Subjects
Clients
Data categories
Customer name, Signature, Personal email address, Essential cookies, Home address , Third party cookies, Payment card details, Performance cookies
Legal basis
Contract
Retention period
As from termination of contract, retention during the legal period and/or period relevant for legal action
Security arragements
Functionally and technically in line with industry best practices
Third party recipients
N/A
Data is processed in the EU
Rental of student rooms
Description
Rental of student rooms, accommodation
Purpose
Rental of student rooms, accommodation
Affected Data Subjects
Clients
Data categories
Customer name, Student Number, Degree course, Personal phone number, Signature, Bank account, Passport, Personal email address, Nationality, ID card, Home address , Contract, Involved party name, Property Location Data, Proof of registration
Legal basis
Contract
Retention period
As from termination of contract, retention during the legal period and/or period relevant for legal action
Security arragements
Functionally and technically in line with industry best practices
Third party recipients
N/A
Data is processed in the EU
 

What we collect, process and store about our staff

When we collect, process and store data about our staff and/or independent contactors, we want to make sure we only collect, process and store data we really need and are entitled to handle in this way. This section helps us to design the correct privacy protocol.

  

What we collect, process and store about our suppliers

When we collect, process and store supplier data, we want to make sure we only collect, process and store data we really need and are entitled to handle in this way. In dealing with our suppliers we typically collect, process and store the name, work email and work phone of the person(s) interacting with us. We also collect, process and store the VAT number of our suppliers. If we provide parking space or access to our business area to suppliers' vehicles, we might collect, process and store the licence plate number and timing of the visit for purposes of organisation and security. Our security measueres are functionally and technically in line with industry best practices.  We retain the information during the legal period and/or period relevant for legal action.

What we share with others

When we share data with third parties, we want to make sure we only share data with parties who undertake to handle the data in a GDPR compliant way. This section helps us to design the correct privacy protocol.

 Insurance
Description
Data sharing with insurance company and / or broker
Purpose
To ensure proper handling of company liabilities
Data categories
Customer name, Home address , Claim specific information, Involved party name
Legal basis
Legitimate interests
Third party
Federale Verzekeringen
Belgium
Property management agent
Description
Data sharing with property management agent
Purpose
To ensure proper management of co-owned property
Data categories
Customer name, Bank account, Personal email address, Payment balance data, Home address , Involved party name, Property Location Data
Legal basis
Legal obligation
Third party
Cobelpro NV
Belgium
IT Support
Description
Support of IT infrastructure, systems, software... and troubleshooting
Purpose
To ensure proper running of the IT environment
Data categories
Customer name, Personal phone number, Personal email address, Electronic identification data, Home address , Item ID
Legal basis
Legitimate interests
Third party
Aldrin
Belgium
Payment partner
Description
Third party payment processor
Purpose
To process payments
Data categories
Customer name, Signature, Personal email address, Electronic identification data, Payment History, Home address , Payment card details
Legal basis
Contract
Third party
Ingenico e-Commerce Solutions
Belgium
 

We may share the data referred under section 3 of this register with other suppliers in order to ensure effective running of the company.

Systems we use when handling customer data

When we handle customer data, we will often use systems built and/or run by third parties. We want to make sure these parties undertake to build and/or run these systems with the appropriate privacy protocol.

 PCs, Laptops, Smartphones, Tablets
Description
Use of computer devices for client interactions
Type
Other
Vendor
Various
Paper files of documentation and correspondence
Description
Printed documentation and correspondence
Type
Other
Vendor
Various
 

Systems we use when handling staff data  

When we handle staff data, we will often use systems built and/or run by third parties. We want to make sure these parties undertake to build and/or run these systems with the appropriate privacy protocol. 

 Microsoft Outlook & Office
Description
Microsoft Office productivity suite e.g. Outlook, Word, Excel, Powerpoint, Access, Notes etc.
Type
Public cloud
Vendor
Microsoft.com
Paper files of documentation and correspondence
Description
Printed documentation and correspondence
Type
Other
Vendor
Various
PCs, Laptops, Smartphones, Tablets
Description
Use of computer devices for staff interactions
Type
Other
Vendor
Various