Privacy Policy

Updated August 2025 

This privacy policy is applicable to the processing by: Jenny Björklöf with trade name Freelancers in Belgium. Registered office: Patrijspark 41, 9800 Deinze, Belgium. Registration number 0638.864.170, VAT-number BE0638.864.170. Hereinafter referred to as ‘Freelancers in Belgium’. Email: info@freelancersinbelgium.be, website www.freelancersinbelgium.be

Freelancers in Belgium determines the purposes and means of the processing of personal data.

This privacy policy is as such applicable to Freelancers in Belgium acting as a data controller for the processing of data of the website visitors, members of the social media page, its clients its prospects and providers and other business partners.

Freelancers in Belgium is committed to process your personal data, information by which you may be identified, with care, to take the appropriate measures to prevent misuse, loss, unauthorised access, unwanted disclosure and unjustified modification and any other unauthorised processing.

Freelancers in Belgium processes your personal data taking into account the following principles mentioned in the applicable laws: fairness, lawfulness, transparency, purpose limitation, data minimisation, accuracy, storage limitation, integrity and confidentiality.

By way of this privacy policy Freelancers in Belgium would like to inform you of:

  • what and how personal data is collected;
  • for what purposes your personal data is used as well as the legal basis;
  • how the personal data is protected;
  • to whom we disclose your personal data;
  • whether your personal data is transferred outside of the European Economic Area (EEA); and
  • how long the data is stored.

Furthermore, it will be explained how you can exercise your rights related to the collected information.

This transparency ensures that you are able to take informed decisions when transferring your personal data.

Freelancers in Belgium can modify this privacy policy at any time. Freelancers in Belgium will publish the latest version of the privacy policy on its website. As such it is advisable to consult this policy periodically.

If, following the applicable laws, your prior consent would be required for making changes to this privacy policy, Freelancers in Belgium will await your consent.

Date of the last update of this privacy policy: August 29, 2025.

What personal data is collected by Freelancers in Belgium?

Freelancers in Belgium limits the collection of personal data to what is necessary to comply with the purposes mentioned below.

Freelancers in Belgium processes the following personal data:

Category 1: For what concerns the processing of personal data of (contact persons) of customers and prospects of Freelancers in Belgium:

  • Generic personal data: first name, last name, address, phone number(s), email address, personal address (if relevant) and function (in case of a professional client);
  • Information you would share with us in the context of the execution of a project or in the context of an event e.g. in case you would like to ask the keynote speaker certain specific questions, certain preferences;
  • Voice recordings taken during events;
  • Pictures and videos taken during events;
  • Bank account details such as bank account number (not applicable in case of prospects);
  • Survey responses.

Category 2: For what concerns the processing of personal data of (contact persons) of providers and other business contacts of Freelancers in Belgium:

  • Generic personal data: first name, last name, address (as the case may be), phone number(s), email address and function;
  • Bank account details such as bank account number (in case of an actual cooperation). 

Category 3: For what concerns the processing of personal data of website users of Freelancers in Belgium or members of the Freelancers in Belgium social media pages:

  • In case you register for our newsletter: first name, last name, e-mail address and other details received from our mailing provider such as whether or not you opened the email;
  • In case of contacting us through the contact form: email address and your message (first name and last name are optional);
  • In case you browse our website, we may capture behavioural personal data such as your browsing history and your IP address, in principle through cookies;
  • In case you become a member of our Facebook page or if you otherwise engage with us through social media: first name, last name, information you would like to share.

In this context Freelancers in Belgium is also referring to its Cookie Policy.

You may have submitted your personal data to Freelancers in Belgium through our Freelancers in Belgium website, by emailing us or in any other way.

Please remember to inform Freelancers in Belgium if your personal data has changed and this is relevant for Freelancers in Belgium. In turn, Freelancers in Belgium is committed to keep your personal data accurate.

If you prefer not to transfer data Freelancers in Belgium may not be able to deliver the requested services (adequately).

For what purposes is your personal data used by Freelancers in Belgium and based on which legal basis?

Customer management

Relevant categories: 1 and 3

Firstly, Freelancers in Belgium uses your personal data to be able to deliver you the services and for proper customer management. Freelancers in Belgium needs the information to be able to execute the agreement correctly or to be able to enter into an agreement with you (precontractual communication). Such as: to communicate practical details before, during, and after events, to share delegate lists (only if informed beforehand and with your consent).

For what concerns the general pictures and videos taken during events: these information is processed based on our legitimate interest. Specific photos, videos and recordings are only processed after your proper consent.

Provider and business contact management

Relevant categories: 2 and 3

Firstly, Freelancers in Belgium uses your personal data to be able to communicate with you on the products and services its service providers offer and so in general for proper provider and business contact management. Freelancers in Belgium needs the information to be able to execute the agreement correctly or to be able to enter into an agreement with you (precontractual communication).

Optimisation of the services and security and statistics

Relevant categories: 1, 2 and 3

Of course we are entitled to optimise and secure our tools such as the website and services. This is in principle based on Freelancers in Belgium’s legitimate interest.

For processing more than strictly necessary cookies Freelancers in Belgium will await your consent. In this context Freelancers in Belgium is referring to its Cookie Policy.

Freelancers in Belgium may process analytical cookies to track the browsing history on its website in order to optimise the browsing experience.

Marketing by Freelancers in Belgium

Relevant categories: 1, 2 and 3

If you are a client of Freelancers in Belgium, we may send you online marketing communication such as newsletters regarding the promotion of identical or similar services or products. This based on the legitimate interests of Freelancers in Belgium. You may at all times use your right to object to the receipt of such information.

If you are not a client of Freelancers in Belgium, you may register on our newsletter through our website and Freelancers in Belgium will ask your first name, last name and email address. You may unsubscribe at all times.

Our website may process marketing cookies. Marketing cookies may at all times be refused. These marketing cookies may be used to show you digital advertisements linked to the providers of those accepted marketing cookies on social media. In this context, we would like to refer to our Cookie Policy.

Compliance with applicable legal provisions and safeguarding rights

Moreover, Freelancers in Belgium uses your data to comply with the applicable legal provisions.

E.g. legislation regarding invoices.

Freelancers in Belgium also processes your personal data to safeguard its rights.

E.g. in case of a claim your personal data will be used to send you the necessary communication.

If Freelancers in Belgium would process your data based on a different legal basis or for another purpose, it will transfer all relevant information related hereto prior to such transfer and Freelancers in Belgium will ask your consent, if required.

Freelancers in Belgium is not making use of automated decision-making, including profiling, on which decisions are based that produce legal effects or similarly significantly affect you.

What protection measures has Freelancers in Belgium implemented?

Freelancers in Belgium has implemented administrative (such as the use of passwords or signing of non-disclosure agreements if needed), organisational (e.g., appropriate method of storage, periodic back-ups, limiting the access to the persons that need the information) as well as technical (e.g. antivirus programmes, secure network connections by making use of a Secure Socket Layer (SSL)) measures to protect your personal data.

Freelancers in Belgium is committed to periodically check the measures implemented and to continue to take the appropriate measures, always taking in to account the state of the art, the costs of implementation and the nature, scope, context and purposes of processing as well as the risk of varying likelihood and severity for the rights and freedoms of natural persons.

Freelancers in Belgium’s website may contain links, plug-ins to external websites. If you transfer your personal data to those websites, the privacy rules of such websites apply, and those parties will act as the main controllers.

Whom is Freelancers in Belgium disclosing your personal data to?

Freelancers in Belgium only discloses your data to external providers who help Freelancers in Belgium execute the services e.g. subcontractors, IT-providers such as Mailchimp, ticketing platforms, payment processors, accountant. 

Further we can share your details with sponsors/exhibitors but only after your proper consent.

Freelancers in Belgium will not sell, rent, distribute or otherwise commercially exploit your personal data, except as described in this privacy policy.

Freelancers in Belgium will make the necessary arrangements with them (such as the conclusion of a data processing agreement). They will only receive the personal data needed to execute their services and may only use the data to execute their services. However, for what concerns the processing of data by payment providers we also refer to their privacy policy.

It is also possible that we transfer your personal data to new owners in the context of a transfer of our enterprise.

Lastly, Freelancers in Belgium may share your personal data with the relevant authorities following an order or to comply with mandatory legislation. Freelancers in Belgium will inform you prior to the submission if this is allowed.

Is your personal data transferred outside of the EEA?

Freelancers in Belgium may transfer your personal data to other countries. In case of a transfer to countries outside of the EEA, Freelancers in Belgium will continue to take the necessary measures to safeguard your rights related to personal data and ensure the protection and the integrity of the data. In principle Freelancers in Belgium is transferring your personal data outside of the EEA based on an adequacy decision or by using the standard contractual clauses as approved by the European Commission.

How long does Freelancers in Belgium store your personal data?

Freelancers in Belgium will not store your personal data longer than necessary.

Personal data of prospective clients are deleted three (3) months after the last contact.

Personal data of clients and providers is deleted one (1) year after the last contact. Photos and recordings: until no longer relevant for the promotional purposes or until you request removal.

If you subscribed to newsletter, Freelancers in Belgium will retain your personal data until you unsubscribe.

Furthermore, Freelancers in Belgium stores the personal data to comply with the legal provisions such as the fiscal provisions related to the storage of data. In this context Freelancers in Belgium may process the data for seven (7) years after the first of January of the following year.

Freelancers in Belgium is also retaining the necessary details to protect its rights in case of claims (e.g., ten (10) years for contractual liability).

We also refer to the retention periods mentioned in our Cookie Policy.

What rights do you have?

You have several rights:

  1. Right to access and right to obtain a copy

At any time, you can request to access your personal data.

Freelancers in Belgium will then send you a free copy within a reasonable time.

  1. Right to withdraw consent, rectify, erase and restrict

Furthermore, you can request to rectify or erase your personal data or to restrict the processing (such as in case Freelancers in Belgium is checking on the correctness of your personal data) or withdraw your consent related to the use or processing (if applicable).

  1. Right to object

In certain circumstances you may object to the processing if you have sound and lawful reasons to do so. Such as in the context of direct marketing.

  1. Right to data portability

You have the right to receive the personal data in a structured, commonly used, and machine-readable format and to transmit such data to another controller.

  1. Right to lodge a complaint with the competent authority

Moreover, you can always lodge a complaint with the competent authorities. For Belgium this is the Data Protection Authority, Drukpersstraat 35, 1000 Brussels, Tel +32(0)22744800, Fax +32(0)22744835, contact@adp-gba.be.

You may also file a claim in court.

This all within the framework and limits of the applicable laws. 

Applicable laws and jurisdiction

Belgian laws, especially the General Data Protection Regulation and the supplementing Belgian legislation, apply to this privacy policy and the processing of the personal data.

Preferably all complaints will be handled in an amicable way. If this would be impossible, for all complaints following this privacy policy and the processing of your personal data the courts of the district of the registered office of Freelancers in Belgium will have exclusive jurisdiction, unless applicable laws would prohibit. 

Contact

Do you have questions, would like to submit a request or a complaint related to this privacy policy or the processing of your personal data?

Please contact Freelancers in Belgium through info@freelancersinbelgium.be. You can also reach Freelancers in Belgium through normal mail through its registered office mentioned above.

Freelancers in Belgium will reply as soon as possible and normally within one month. Exceptionally this may take longer (max up to three (3) months). If so, Freelancers in Belgium will contact you accordingly.