Privacy Policy BRUTUS architecture


Last updated on 25 October 2026

BRUTUS architecture processes personal data when responding to enquiries, providing architectural services and managing this website. This policy explains which data we process, why we process it and what rights you have.

1. Who is responsible for your personal data?


The data controller is:

Michiel Van der Veken, trading as BRUTUS architecture
Stijfselrui 48 bus 603
2000 Antwerp, Belgium
Enterprise number: 1025.953.360
Email: michiel@brutusarchitecture.be
Website: brutusarchitecture.be

For questions about this policy or our use of your personal data, please contact us at the email address above.

2. Which personal data do we process?


Depending on our contact with you and the services provided, we process:
  • identification and contact details, such as your name, address, email address and telephone number;
  • professional details, such as your position, company and enterprise number;
  • information relating to your enquiry, quotation request or architectural appointment;
  • project information, including the site address, drawings, correspondence, reports and photographs, insofar as these contain personal data;
  • contractual, invoicing and payment information.

We generally receive this information directly from you. Within a project, we may also receive relevant information from the client, other project participants or competent authorities, or consult public registers and planning records.

Technical website data: [TO BE COMPLETED: specify which data the hosting provider and any website tools record, such as IP addresses, pages visited and browser information.]

We only request information necessary for the relevant purpose.

3. Why do we process personal data?


Enquiries and quotation requests
We use your data to respond to enquiries, discuss your project and prepare a quotation. When taking steps at your request towards a contract with you, the legal basis is the preparation of that contract. For other business communications, we rely on our legitimate interest in responding to enquiries and maintaining professional relationships.

Providing architectural services
We process data for design work, planning applications, coordination with project participants, inspections of the works and subsequent project administration. The legal basis is the performance of our contract with you. We process the details of representatives and other project contacts on the basis of our legitimate interest in managing the project properly.

Administration and legal obligations
We process data for invoicing, accounting and compliance with legal and professional obligations. The legal basis is the relevant legal obligation.

Security and protection of legal rights
Where necessary, we process data to protect our systems, investigate misuse and establish, exercise or defend legal claims. We rely on our legitimate interest in protecting our operations, information and rights, while respecting your rights.

Processing based on consent
Where we request consent for a separate purpose, we explain that purpose beforehand. You may withdraw your consent at any time.

Information necessary for a quotation, an appointment or a legal obligation must be available for us to provide the relevant service. Without that information, we may be unable to handle your enquiry or carry out the appointment.

4. Who receives your personal data?


We only share personal data where necessary for the purposes described above. Recipients may include:
  • contractors, engineers, health and safety coordinators and other technical consultants involved in the project;
  • competent authorities and planning authorities;
  • our accountant, insurer and legal advisers;
  • providers of hosting, email, project management, storage and IT support services.

We limit the information shared to what each recipient needs. Where service providers process personal data solely on our behalf, we put appropriate agreements in place covering confidentiality, security and data protection.

Transfers outside the European Economic Area: [TO BE COMPLETED: confirm whether the services used involve such transfers. If applicable, identify the countries or recipients, the relevant transfer safeguards and how information about those safeguards can be obtained.]

5. How long do we retain personal data?


Retention periods depend on the purpose and applicable obligations:
  • Enquiries and quotation requests that do not result in an appointment: [INSERT RETENTION PERIOD] after the enquiry has been closed.
  • Project files: throughout the appointment and afterwards for as long as relevant statutory retention obligations or applicable professional liability and limitation periods require. The starting date depends on the relevant obligation and the acceptance of the works or termination of the appointment.
  • Invoices and accounting records: for the applicable statutory accounting and tax retention periods.
  • Technical website data: [INSERT RETENTION PERIOD for each service or type of log].
  • Data relating to a dispute: for as long as necessary to handle the dispute and exercise or defend our rights.

Once the relevant period has expired, we delete or anonymise data that we no longer need.

6. Cookies and third-party website features


Cookies and similar technologies can store information on your device or access information already stored on it. Strictly necessary cookies do not require prior consent. We request prior consent for other cookies and tracking technologies.

You may withdraw your consent as easily as you gave it.

[TO BE COMPLETED based on the actual website settings: identify the cookies and third-party features used, their providers, purposes and retention periods, and explain how visitors can change their preferences. Include any analytics tools, maps, videos and embedded social media content.]

This information may be provided in a separate cookie policy accessible from every page of the website.

7. How do we protect your personal data?


We take appropriate technical and organisational measures to protect personal data against loss, unauthorised access, alteration or disclosure. These measures are proportionate to the nature of the data and the risks involved in processing it.

Access is limited to the people and service providers who need the information for their work.

8. What are your rights?


Subject to the conditions of applicable data protection law, you may:
  • request access to your personal data and receive a copy;
  • have inaccurate or incomplete information corrected;
  • request erasure or restriction of processing;
  • object to processing based on legitimate interests;
  • request data portability where this right applies;
  • withdraw your consent, without affecting the lawfulness of processing carried out before its withdrawal.

These rights are not absolute. For example, a statutory retention obligation or the need to handle legal claims may prevent us from deleting information immediately.

Please send your request to michiel@brutusarchitecture.be. Where we have reasonable doubts about your identity, we may request the additional information necessary to verify it.

We normally respond within one month. If a legally permitted extension is necessary, we will inform you within that first month of the reasons and the additional time required.

You may also lodge a complaint with the Belgian Data Protection Authority, Drukpersstraat 35, 1000 Brussels. Further information is available at dataprotectionauthority.be.

9. Changes to this policy


We update this policy when our processing activities or the applicable rules change. The date at the top indicates the latest revision. Where necessary, we will inform affected individuals separately about significant changes.
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