Privacy Policy
This policy applies to the website www.ark.be and to all services offered by ARK Management BV.
ARK Management BV — version of 30 July 2026
Contents
01
Who are we?
The controller of your personal data is:
Item
Value
Name
ARK Management BV
Registered office
Kleemstraat 29, 9250 Waasmunster, Belgium
Company number
0461.013.878
VAT number
BE 0461.013.878
Email
Telephone
We process your personal data in accordance with the General Data Protection Regulation (Regulation (EU) 2016/679, the "GDPR") and the Belgian Act of 30 July 2018 on the protection of natural persons with regard to the processing of personal data.
ARK Management BV is not required to appoint a data protection officer and has not done so. For any question about this policy you can reach us at the email address above.
02
Which data do we process?
Data you provide to us yourself
Contact: your name, email address, telephone number, the company you work for and the content of your message, when you contact us via the contact form, by email or by telephone.
Client relationship: the contact details of your contact persons, billing details, briefings, correspondence and project documentation.
Suppliers and freelancers: contact details, company number, bank account number and billing details.
Job applications and unsolicited applications: the data you provide in your CV, portfolio and cover letter.
Data collected automatically
When you visit our website, our systems record your IP address, browser type and version, operating system, the time and duration of your visit, the pages visited and the referring website. Data is also collected through cookies (see section 8 and our cookie policy).
We do not process special categories of personal data within the meaning of Article 9 GDPR — such as data on health, political opinions, religious beliefs or sexual orientation — unless you communicate such data to us on your own initiative.
Our website is not aimed at persons under 16. We do not knowingly collect data from minors. If you believe we nonetheless process such data, please contact us at ben@ark.be and we will delete it.
03
Information on this website
Purpose
Legal basis (Article 6 GDPR)
Answering a question you ask us via the contact form, by email or by telephone
Legitimate interest (Art. 6(1)(f)): being able to answer a question you asked yourself
Drawing up a quotation and preparing an assignment
Steps prior to entering into a contract (Art. 6(1)(b))
Performing the assignment, project follow-up and communication with your contact persons
Performance of the contract (Art. 6(1)(b))
Invoicing and payment follow-up
Performance of the contract (Art. 6(1)(b)) and legal obligation (Art. 6(1)(c))
Keeping accounts and meeting tax obligations
Legal obligation (Art. 6(1)(c))
Recovery of outstanding invoices
Legitimate interest (Art. 6(1)(f)): collecting what is owed to us
Managing the relationship with suppliers and freelancers
Performance of the contract (Art. 6(1)(b))
Handling a job application or unsolicited application
Steps prior to entering into a contract (Art. 6(1)(b))
Keeping an application on file for future vacancies
Your consent (Art. 6(1)(a))
Securing our website and systems, preventing abuse and fraud
Legitimate interest (Art. 6(1)(f))
Analysing website usage through analytical cookies
Your consent (Art. 6(1)(a))
Sending information about our services to existing clients
Legitimate interest (Art. 6(1)(f)), with a right to object in every communication
Where we rely on your consent, you may withdraw it at any time. This does not affect the lawfulness of processing carried out before the withdrawal.
04
How long do we keep your data?
Data
Retention period
Messages via the contact form or by email that do not lead to an assignment
12 months after the last correspondence
Quotations that were not accepted
3 years after being sent
Client data, briefings and project documentation
10 years after the end of the assignment, given the limitation period for contractual liability
Invoices and accounting records
7 years, in accordance with Article III.86 of the Code of Economic Law
Data of suppliers and freelancers
7 years after the last collaboration
Application data of an unsuccessful candidate
6 months after the procedure is closed, or longer with your explicit consent
Server logs
12 months
Cookie data
See the cookie policy
Once these periods expire, the data is deleted or anonymised, unless an ongoing dispute or a legal obligation requires longer retention.
05
Who do we share your data with?
We do not sell your personal data and do not pass it on to third parties for their own commercial purposes.
To deliver our services and run our business we rely on service providers who process data on our behalf. These are processors within the meaning of Article 28 GDPR, and we have concluded a data processing agreement with each of them prohibiting them from using the data for their own purposes. They are:
Combell — hosting of the website and the email environment;
Google Analytics — website statistics;
Maillite — sending our mailings;
our accountancy firm, for processing invoices and bookkeeping;
freelancers and subcontractors working on your project, strictly to the extent necessary for performance;
printers, media agencies, production companies and other executing parties, where your assignment requires it;
our bank, and where applicable our lawyer or a debt collection agency;
government departments and judicial authorities, where we are legally obliged to do so.
06
Transfers outside the European Economic Area
We aim to process your data within the European Economic Area.
To the extent that certain of our service providers process data on servers outside the EEA, such transfers take place solely on the basis of an adequacy decision of the European Commission or of the Standard Contractual Clauses approved by the European Commission, supplemented with appropriate additional safeguards. An overview of the parties involved and of the safeguards applied can be requested at ben@ark.be.
07
What rights do you have?
Right of access — you may request which data we process about you and receive a copy of it.
Right to rectification — you may have inaccurate or incomplete data corrected.
Right to erasure — in the cases provided for in Article 17 GDPR you may have your data deleted.
Right to restriction of processing — you may have the processing temporarily suspended, for instance while the accuracy of your data is being verified.
Right to data portability — data you provided to us and that we process on the basis of consent or a contract will be provided in a structured, commonly used and machine-readable format.
Right to object — to processing based on our legitimate interest, on grounds relating to your particular situation. You may object to direct marketing at any time and without giving reasons.
Right to withdraw your consent — where we rely on consent.
ARK Management BV does not take decisions based solely on automated processing that produce legal effects for you. There is no profiling.
You may exercise these rights by sending a request to ben@ark.be. To avoid disclosing data to the wrong person, we may ask you to prove your identity. We respond within one month of receipt. For complex or numerous requests this period may be extended by two months; we will inform you of this in good time. Exercising these rights is free of charge, unless your request is manifestly unfounded or excessive.
08
Cookies
Our website uses cookies and similar technologies. No consent is required for strictly necessary cookies. For all other cookies we ask for your prior consent through the cookie banner, where refusing is as easy as accepting. You can change or withdraw your choice at any time.
A full description of the cookies we place, their purpose and their lifespan can be found in our cookie policy.
09
Security
We take appropriate technical and organisational measures to protect your data against loss, misuse and unauthorised access. In concrete terms this includes an encrypted connection via SSL/TLS, access restrictions on a need-to-know basis, strong authentication, regular back-ups and keeping our systems and software up to date.
Our staff, freelancers and subcontractors are bound by confidentiality.
No transmission over the internet is entirely secure. We therefore cannot guarantee absolute security, but we make every reasonable effort to achieve it. If you discover a leak or a vulnerability, please report it to ben@ark.be so that we can act.
10
Complaints
If you are not satisfied with the way we handle your data, please contact us first at ben@ark.be. We are happy to look for a solution together.
You also always have the right to lodge a complaint with the supervisory authority:
Authority
Contact
Belgian Data Protection Authority
Drukpersstraat 35, 1000 Brussels — +32 (0)2 274 48 00 — contact@apd-gba.be — www.dataprotectionauthority.be
11
Changes
We may amend this privacy policy when our services, our working methods or the legislation change. The current version is always available at www.ark.be, with the date of the latest amendment at the top. In the event of substantial changes we actively inform our clients and contact persons.
