Privacy policy

This document covers the Privacy and Personal Data Protection Policy of Business and Finance Solutions SA (Proffinco).

We attach paramount importance to the proper processing of personal data in accordance with our values and the provisions of applicable privacy law, including the General Data Protection Regulation (GDPR).

As a result, we exercise the utmost care in the use, processing, storage and disclosure of Personal Data that we may collect during our selection processes, consultancy activities, or through interactions with candidates, consultants, clients, suppliers or partners via our website, third-party platforms or direct communications.

This Policy informs you of the means used to protect your Personal Data and your privacy rights so that you are fully aware of how and why we use your Personal Data.

Personal Data of our Candidates and Colleagues
I. Use of your Personal Data
II. Disclosure of your Personal Data to Third Parties
III. Security of your Personal Data
IV. Duration of Retention of your Personal Data
V. Response Times and Fees
VI. Links to other Websites

Legal Rights
I. Your Specific Rights
II. Legal Basis for Processing your Personal Data

Personal Data of our Customers and Suppliers
Returns and Claims
Changes to this Privacy Policy
Contact Us

Personal Data of our Candidates and Colleagues

When you apply as a candidate with Business and Finance Solutions SA (Proffinco), we may collect Personal Data directly from you, from your professional or academic references, from publicly available sources such as LinkedIn, or from your curriculum vitae.

Our clients may request additional Personal Data in connection with operational finance, accounting or control assignments, such as copies of diplomas, certifications or identity documents, in accordance with legal requirements.

We limit the collection of data to what is strictly necessary. Categories of Personal Data we may collect include:

• Identity details such as name, gender, date of birth and nationality
• Contact details including email address, postal address and telephone number
• Professional preferences, expectations and availability
• Education and training
• Professional experience and references
• Skills, competencies and certifications
• Identity documents or work permits where legally required
• Compensation expectations or contractual information

If you provide Personal Data relating to a third party, you confirm that you are authorized to do so.

When entering into an employment or consultancy relationship with Business and Finance Solutions SA (Proffinco), we may also collect payroll or administrative data such as:

• Bank account details (IBAN)
• Social security number and civil status
• Family composition when required for insurance purposes
• Emergency contact information

Health or criminal record data will only be processed where legally required and strictly in accordance with applicable law.

1. Use of Your Personal Data

We use your Personal Data to:

• Evaluate applications and manage recruitment or consultancy processes
• Match candidates and consultants with client needs in finance, accounting and control
• Manage contractual, administrative and payroll obligations
• Communicate professional opportunities and relevant information
• Improve our services, internal processes and marketing effectiveness

Where used for statistical or analytical purposes, Personal Data is anonymized.

1. Disclosure of Your Personal Data to Third Parties

Where necessary, Business and Finance Solutions SA (Proffinco) may disclose Personal Data to:

• Clients, in the context of operational finance and control consultancy or talent solutions, with only relevant professional information shared
• Public authorities, where required by law or regulation
• Service providers, such as payroll processors, insurers, IT providers or CRM hosting partners
• Corporate transactions, including mergers, acquisitions or transfers of activities

All third parties are contractually required to process Personal Data securely and only in accordance with our instructions.

III. Security of Your Personal Data

We implement appropriate technical and organizational measures to protect Personal Data against loss, unauthorized access, alteration or disclosure.

Access to Personal Data is limited to employees, consultants or partners who require it for legitimate business purposes.

Additional verification may be requested to confirm identity or ensure data accuracy when exercising rights.

1. Duration of Retention of Your Personal Data

Personal Data is retained only for as long as necessary:

• Candidates not engaged: up to two years after last contact
• Consultants or employees: up to five years after the end of collaboration
• Clients and suppliers: up to ten years in accordance with legal and tax obligations

Data may be retained longer where required to comply with legal obligations or defend legal claims.

1. Response Times and Fees

We aim to respond to all legitimate requests within one month. This period may be extended for complex requests.

Requests are free of charge unless they are manifestly unfounded, repetitive or excessive.

1. Links to Other Websites

Our website may contain links to third-party websites. We are not responsible for their privacy practices or content.

Legal Rights

1. Your Specific Rights

Subject to applicable law, you have the right to:

• Access your Personal Data
• Request correction or completion
• Request portability of data
• Limit or object to processing
• Withdraw consent
• Request erasure where legally possible
• Lodge a complaint with the competent supervisory authority

1. Legal Basis for Processing Your Personal Data

Personal Data is processed based on:

• Legal and regulatory obligations
• Contractual necessity
• Legitimate business interests
• Consent, where applicable

Personal Data of Our Customers and Suppliers

We process limited contact and contractual data of clients and suppliers strictly for collaboration, invoicing and compliance purposes.

Such data is retained in accordance with Belgian legal and tax requirements.

Returns and Claims

You may lodge a complaint with the Belgian Data Protection Authority. We encourage you to contact us first to address any concerns.

Changes to This Privacy Policy

This Privacy Policy may be updated at any time. The latest version will be published on our website: www.proffinco.be

Contact Us

For any request regarding this Privacy Policy or the processing of your Personal Data, please contact:

info@proffinco.be