Last updated: 24 October 2026. This statement describes how we process personal data through our website, communications and accountancy and advisory services.
This is an English translation of our Dutch-language privacy statement. For interpretation or questions about your individual situation, please contact the office.
1. Data controller
Verheyen Accountants BV, Hazeweg 10, 2840 Reet (Rumst), Belgium, company and VAT number BE 0727.577.994. Contact: Kristof Verheyen, certified accountant. Privacy enquiries: kristof@accountant-verheyen.be or +32 3 237 55 90. ITAA reference provided by the office: 50.805.970 (subject to verification of the correct registration).
2. What personal data do we process?
Depending on your relationship with us, information may include names, contact details, positions and company data; messages and appointments; information in engagement letters; invoices, accounting and tax documents; payment details; identification and ultimate beneficial owner (UBO) information required for customer due diligence; and technical website data such as IP addresses, browser details and security logs. We process only data needed for a relevant purpose. Our public website is not a secure channel for submitting sensitive client documents.
3. Why do we process personal data?
- Enquiries and proposals: to answer questions and discuss possible engagements at your request, on the basis of pre-contractual steps or our legitimate interest in proper business communication.
- Accountancy, tax and advisory services: to perform agreed services, based on an engagement and, where applicable, legal requirements.
- Identification, due diligence and statutory filings: to comply with accounting, tax, anti-money-laundering and professional obligations.
- Billing, administration and security: to manage payments, records, integrity and security in the context of agreements, laws or legitimate interests.
- Website analytics and marketing tracking: only with separate, informed consent through the cookie banner. Consent can be changed or withdrawn at any time.
The legal basis varies by activity. Where Verheyen Accountants processes information solely on behalf of a client, responsibilities and any data processing agreements are defined separately.
4. Software, service providers and recipients
Our office uses, among other systems, Microsoft 365, Exact Online, FidManager, WinAuditor and EenvoudigFactureren. The systems involved depend on the engagement. Hosting, system administration, backups and email services may also require access to certain data. Where necessary, appropriate contracts, confidentiality safeguards and security arrangements are in place.
We disclose information only where necessary for an engagement, to competent authorities or professional bodies when required by law, or to service providers processing data for us. The exact recipients depend on the services and systems in use. Additional information may be requested from the office.
5. International data transfers
International service providers, including Microsoft, Google and Meta, may process or access information outside the European Economic Area. Such transfers must be assessed against the applicable legal basis and adequate safeguards, such as an adequacy decision or contractual protections. For details about specific transfers, recipients and safeguards, please contact our privacy email address.
6. How long do we retain personal data?
The following periods represent standard working assumptions; actual retention depends on document type, applicable law, engagement letters and the configuration of our systems.
- Enquiries without an engagement: generally up to 12 months after the last substantive contact.
- Website and security logs: target maximum 90 days, unless needed for incident investigations or legal obligations; this remains to be aligned with the hosting provider.
- Accounting documents and invoices: generally seven years from the applicable statutory starting date; longer periods can apply in special cases, including certain immovable-property VAT investments.
- Customer due diligence and anti-money-laundering records: generally ten years after the end of the relationship or in accordance with applicable statutory calculation rules.
- Engagement letters and relevant case correspondence: for as long as needed to perform services and comply with law or potential claims; as an internal working assumption up to ten years after termination where justified.
- Backups: under a controlled rotation policy; actual recovery and deletion periods are determined per system.
Audits, disputes and statutory exceptions may require longer retention. Data is deleted or anonymised appropriately when retention is no longer justified.
7. Website cookies, Google Analytics and Meta Pixel
Google Analytics 4 and Meta Pixel are not currently active on this website. If activated later, non-essential tracking will be loaded only after separate consent for statistics or marketing. The services remain disabled without the relevant consent. See our cookie policy for further information.
8. Fonts on the website
The website uses the DM Sans and DM Serif Display fonts. Font files are served through our own website. Loading them does not require your browser to connect directly to Google Fonts.
9. Security
We take appropriate organisational and technical measures to protect information and restrict access to authorised employees and relevant service providers. Do not send identity documents, banking information or confidential accounts by unsecured email without first agreeing an appropriate secure procedure.
10. Your rights and complaints
Subject to the conditions of the GDPR, you may request access, rectification, erasure, restriction, portability and object to certain processing. Consent for cookies and marketing may be withdrawn without detriment. Legal retention duties and professional secrecy may limit specific requests. Contact kristof@accountant-verheyen.be. You may submit a complaint to the Belgian Data Protection Authority.
11. Updates
This statement is updated when our services, systems or legal requirements change. Last updated: 24 October 2026. Read the Dutch original.