Privacypolicy – app.izimi.be

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IZIMI is a platform created and managed by the non-profit organisation Royal Federation of Belgian Notaries (FRNB – KFBN), whose registered office is at 30-34, rue de la Montagne in 1000 Brussels and is registered with the Crossroads Bank for Enterprises (BCE) under the number 0409.357.321  (hereafter referred to as “Fednot” or “We”. The platform allows citizens to hold a personal digital vault within a secure  ecosystem. The specific services proposed around this digital vault are defined in the General Conditions of Use available online.

We attach great importance to respect for your privacy and your personal data (hereafter referred to as “your Data”). In this regard, we continuously monitor our compliance with the relevant regulations and, more particularly, the EU General Data Protection Regulation ([EU] Regulation 2016/679, hereafter referred to as “GDPR”).

This Policy is therefore designed to inform you about the way in which we process your Data and the means available to you to control the use of such data. For any request for further information, you may contact our Data Protection Officer:

  • by sending an e-mail to info@privanot.be; or
  • by sending a letter to Privanot asbl, 30, rue de la Montagne, 1000 Brussels.

This version of the personal data protection policy is likely to evolve. We will make sure to inform you if there is a major update.

Who is the person responsible for processing your Data?

Fednot is required to process your Data as “Data Controller” within the meaning of the GDPR, in the context of the management of the IZIMI platform and the administration of the services proposed on the platform.

What Data do we collect?

We are led to collect the following Data:

  • data relating to your identity and your contact data: title, surname, given names, identification number in National Register (according to authorisation issued by the FPS Interior), account identifier, date of birth, date of death, postcode, email address or any other item of data contained in your “profile”,
  • the details of other users whom you have appointed a “contacts” or “reference notary”,
  • the data contained in the documents present in your digital vault.

These Data may be collected when:

  • you register,
  • you connect to the platform (via your electronic identity card or ITSME®),
  • you access the national register (according to authorisation issued by the FPS Interior),
  • you update your profile Data,
  • you add users to the list of your “contacts” or your “reference notary”,
  • you download documents to your digital vault.

For what purposes do we process your Data and how long do we store your Data?

By collecting your Data, by storing them and transmitting your Data – if necessary – to the other users of the Platform you have authorised, we are led to perform “personal data processing” within the meaning of GDPR.

Such processing only takes place when the end purposes are the following:

  • management of the IZIMI platform and its accesses,
  • the provision of services as described in our Conditions of Use,
  • the improvement of the IZIMI platform and of the services offered there,
  • the sending of newsletters concerning the Platform and the services proposed on the Platform.

We will store your Data as long as you are a user and have a digital vault within the IZIMI platform. At the end of this period, we will no longer store any non-anonymised data concerning you, with the exception of the data in a document you exchanged with another user, who then stored it in his own vault.

On what legal bases do we process your Data?

In accordance with GDPR, the processing of your Data is based on:

  • As far as your email address and you Data from the National Register are concerned, as collected at the time of your identification via an eID card reader or Itsme®:
    • the performance of our public interest mission,
    • our legitimate interest in processing your Data with a view to ensuring the security of the IZIMI platform and personal access to your digital vault as long as this proportionate interest respects your fundamental rights and freedoms,
    • existence of a contractual relationship between Fednot and you, which justifies the processing of your data to enable us to perform the services you require.
  • As regards your other profile Data, the details of your “contacts” and your “reference notary” together with the data contained in the documents present in your digital vault:
    • your consent,
    • existence of a contractual relationship between Fednot and you, which justifies the processing of your data to enable us to perform the services you require,
    • our legitimate interest in processing your Data as long as this proportionate interest respects your fundamental rights and freedoms,
    • if appropriate, compliance with a legal obligation to which we might be subject.
  • As far as your email address is concerned for the sending of newsletters:
    • our legitimate interest in processing your data in order to keep you informed of new features or adaptations to the Platform as long as this proportionate interest respects your fundamental rights and freedoms,
    • the performance of our public interest mission.

Are your data communicated to third parties?

Your Data are likely to be transmitted to:

  • other users of the IZIMI Platform (“contacts” and “reference notary”) you have previously authorised, to exchange documents with them,
  • external subcontractors, assigned to perform Data processing in compliance with the abovementioned purposes, with which we have ensured that the contract signed with them guarantees respect for your Data in accordance with GDPR provisions.

We will not transmit your Data to third parties for commercial purposes under any circumstances.

We may also be required to transmit your Data to the authorities, administrations or jurisdictions if legal provisions compel us to do so.

How are your Data protected?

Fednot takes all necessary measures to ensure the security and confidentiality of your Data, in particular by preventing them being damaged, unintentionally erased or accessed by unauthorised third parties.

Your documents contained in your vault are stored on a secure server in Belgium.

Furthermore, in the event of a security incident affecting your Data (destruction, loss, corruption or disclosure), Fednot undertakes to comply with the obligation to notify Data breaches, in particular to the appropriate Data Protection Authority under GDPR.

Does the www.izimi.be site use cookies?

The www.app.izimi.be website uses cookies. For more information on this subject, please refer to our Cookies Policy.

What are your rights as regards the processing of your Data?

As a person concerned by the processing of Data performed by Fednot, you are entitled to exercise the rights acknowledged under GDPR.

Thus, you have a right to a transparent processing of your Data, a right to information, a right of access and a right to rectification if your data prove to be inaccurate or incomplete.

You have a further right to withdraw your consent at any time when consent is the sole lawful basis justifying the processing of your Data.

Under certain conditions and in strictly defined cases, you also have a right to erasure of your Data, a right to object to the use of your Data together with a right to the portability of your Data.

You may exercise your rights with our Data Protection Officer:

  • by sending an email to info@privanot.be; or
  • by sending a letter to Privanot asbl, 30, rue de la Montagne, 1000 Brussels.

Complaint

If you consider that Fednot has not processed your data in accordance with the regulations in force, you have the right to lodge a complaint with the Data Protection Authority

(https://www.autoriteprotectiondonnees.be).