Privacy policy

This privacy policy ("Privacy Policy") governs the processing of your personal data as part of your use of our Website (the "Website") and the services related thereto (collectively referred to as the "Services"). Such processing is carried out by Expat Premium Rental, with registered office at Rijsmortelstraat 22, 3360 Bierbeek ("we", "us"), registered with the CBE under number BE 0803.935.703, acting as a data controller in accordance with applicable personal data protection legislation.

By using our Website and/or our Services, you acknowledge that you have carefully read this Privacy Policy and agree to it without reservation. We reserve the right to change the Privacy Policy from time to time according to our sole discretion. Such change will be communicated through the Website.

When using this website as a visitor (without creating an account or acting as a customer), we only collect statistical information in relation to you, based on pseudonymous information such as your browser, operating system, IP address, and similar technical information. This personal data is processed based on our legitimate interest in ensuring the proper functioning, security and relevance of our website to our customers and potential customers. We will not undertake any efforts to identify you on the basis of this data.

Please note that we may use so-called 'cookies' or similar technology as part of the Website and/or the Services. Cookies are small text files placed on the hard drive of a device, which contain certain information, sometimes including personal data. For more information regarding our use of cookies, please read our cookie policy.

When you choose to use the Services provided by us via this Website, this will involve additional processing of your personal data. Such data processing is exclusively covered by your choices – you may choose at all time which information you provide to us.

Specifically, you may choose to provide us with the following categories of personal data:

• Identification data, including contact data (such as your name, home address, e-mail address);
• Financial data that we need to process your payments (such as account numbers or credit card numbers).
• If applicable: employment data (such as the name and address of your employer, their contact data, and any applicable identification numbers you have in relation to them).

Our legal basis for processing this data is the necessity to perform our contract with you – i.e. we would not be able to provide you with the Services without processing that data.

Additionally, you may also choose to provide us with additional information on a purely voluntary basis. This information is not necessary, but can help us to provide you with a more tailored and individualized Service. Such information includes:

• Family composition (relationship information, number and ages of children);
• Lifestyle information (such as hobbies and private / professional preferences)
• Financial capacity (such as desired budget range or available income)
• Nationality and socio-cultural background
• Health information (such as allergies, special needs and disabilities)
• Any other information (including sensitive information) that you feel is relevant for us to help you.

If you choose to provide us with such personal data voluntarily, our legal basis will be your consent with our use of the data. If you provide us with personal data in relation to other persons (such as your spouse or children), please make sure that you have their consent as well.

We will use such data for the purposes of providing you with the Services. Additionally, we can use your personal data to send you information on our own similar products or services, comparable to those you have purchased from us. Finally, we will create statistical data on the basis of your personal data in order to analyse our customers’ preferences and requirements at the aggregate level.

We do not transmit your personal data in an identifiable manner to third parties if this is not required to provide the Services, unless we have your explicit consent to do so.

However, we may use third-party processors to provide you with the Website and/or Services. Specifically, we rely on web hosts and other technical service providers to operate the services. Moreover, your orders may require us to share your personal data with the companies that will fulfil parts of your orders.

Your data will not be shared with parties in a third country or with an international organisation, except if we have your consent (including if your employer is in a third country), or when this is strictly necessary to provide the Services (notably when an order requires your data to be shared with a recipient in a third country).

If any data sharing is necessary, we ensure that third party processors may only process your personal data on our behalf, and upon written instructions from us, which will be in line with this Privacy Policy and with European data protection law. We ensure that all third-party processors are selected with due care to ensure the security and integrity of your personal data. If third country service providers are used, we will rely on your consent, EU approved adequacy decisions, or EU approved standard contractual clauses only.

We will process your personal data in a lawful, fair and transparent manner. Furthermore, we will make every effort to keep personal data accurate and up-to-date. If your information changes, feel free to let us know via the contact form or via info(at)expatpremiumrental.com, and we will correct it as soon as reasonably practicable.

Your personal data will only be processed for as long as necessary to fulfil the purposes set out in this Privacy Policy, and at any rate no longer than ten years after the completion of the last contracts.

We will take appropriate and proportionate technical and organisational measures to keep your personal data secure against unauthorised access or theft and against accidental loss, manipulation or destruction. Access by our staff or staff of our third-party processors is only possible on a need-to-know basis and is subject to strict confidentiality obligations. However, you understand that care for safety and security are best-efforts obligations that can never be comprehensively guaranteed.

We fully respect all rights granted to you under EU data protection law:

• You have the right to request access to any personal data we process about you.
• You have the right to request that any personal data about you that is incorrect or inaccurate be corrected free of charge.
• You have the right to withdraw your previously given consent to the processing of your personal data.
• You have the right to request that personal data relating to you be deleted if it is no longer necessary in light of the purposes set out in this Privacy Policy.
• For data processing based on your consent, you are free to withdraw your consent at any time. Please note that withdrawal of consent may imply that you are no longer able to use all or part of the Services.
• You have the right to oppose the processing of personal data if there are serious and legitimate reasons related to special circumstances that justify such an opposition.

If you wish to make a request to exercise one or more of the above rights, please send an e-mail to info(at)expatpremiumrental.com, or use our contact form. This request must clearly state which right you wish to exercise and what personal data it relates to. Note that we will apply the safeguards required and permitted by European data protection law, and we may therefore require specific administrative steps to be completed to avoid harm to us, to you, or to third parties.

If you are unsatisfied with our responses, you have the right to lodge a complaint with the competent data protection authority, which is the Belgian Gegevensbeschermingsautoriteit.

This Privacy Policy was last updated on 26 January 2024.