Privacy Policy
Last updated: September 29, 2026
This privacy policy explains which personal data Scriptas Notarissen processes, why this is done, where that data comes from, who it is shared with, how long it is retained, and what your rights are.
1. Who is responsible
Scriptas Notarissen BV
Lange Gasthuisstraat 35/37, 2000 Antwerp
Company number BE 0471.669.032
Email: info@scriptasnotarissen.be
Phone: 03 233 61 39
Scriptas Notarissen is the data controller for the personal data processed by the office.
2. What this privacy policy covers
This privacy policy applies when you visit the website www.scriptasnotarissen.be, contact the office, request information or advice, submit a spontaneous job application, or become a client and have a notarial file processed.
3. What data is processed
3.1 When you fill out the contact form
Through the contact form, the office receives your name, email address, the subject of your inquiry, and your message. Your phone number and your preference for a specific notary are optional.
The form also includes a hidden field and a time check to prevent automated spam. These checks do not store any data about you.
At the bottom of the form, there is a mandatory checkbox where you confirm that you have read this privacy policy. This checkbox does not constitute consent for newsletters or marketing.
Your initial message only needs to describe the subject of your inquiry. It is better to discuss details regarding, for example, your health, financial situation, or family circumstances during an appointment or over the phone.
3.2 When you contact us directly
When you email, call, or visit the office, the data you provide yourself and which is necessary to handle your request will be processed.
3.3 When you submit a spontaneous job application
If you send your CV and cover letter to the office, the data you include in them, such as your contact details, education, and work experience, will be processed.
3.4 When a notarial file is opened
To process a file, the office only handles data that is relevant to that purpose. Depending on the file, this includes:
- identification details, such as name, date and place of birth, marital status, and national registration number
- contact details, such as address, email address, and phone number
- professional details
- data regarding your legal capacity
- data regarding your family, property, and tax situation
- economic and financial data
- data regarding notarial deeds and files
- data required for legal checks, including the prevention of money laundering and terrorist financing
3.5 When you visit the website
When you visit the website, technical data is automatically processed, such as your internet address (IP), the type of device and browser, the time of your visit, and the page or file you request. This data is necessary to ensure the website functions correctly, to secure it, and to detect errors.
The website does not track your browsing behavior for statistics or advertising. You can read about which cookies and external files the website uses in the cookie policy.
4. Where data comes from
The office receives most data directly from you or your legal representative. For a notarial file, the notary is also legally required to request or verify certain data from official sources. Depending on the file, these include:
- the National Register
- the Crossroads Bank for Social Security
- the Central Register of Wills and the central registers for marriage contracts and cohabitation agreements
- other authentic and notarial registers
- federal, regional, and local government agencies
- other notaries, banks, or parties involved in your file
Data is only requested when the file makes it necessary.
5. Why data is processed and on what grounds
Contact requests and appointments. Data from the form, your emails, and telephone conversations are used to answer your query, schedule an appointment, direct your request to the appropriate notary or staff member, and prepare any necessary files. This is done because it is necessary to fulfill your request and is in the legitimate interest of the office to properly follow up on inquiries. The mandatory fields in the form are required to enable us to respond to you.
Notarial services. A notary processes data primarily to ensure the legal certainty of your transactions. This includes the preparation, drafting, signing, and storage of authentic deeds, checks and searches performed before and after a deed, the identification of all parties, legal advice, and statutory information and registration obligations. These processing activities are necessary to comply with legal obligations and to perform the tasks of public interest that the notary carries out as a public official.
Administration and accounting. Data is also used for file administration, invoicing, payment follow-up, and accounting. This is done based on legal accounting and tax obligations and for the execution of the assignment.
Job applications. Application data is used to assess your candidacy and to contact you, as this is necessary prior to a potential employment contract.
Website. Technical data is processed based on the legitimate interest of providing a secure and reliable website.
Scriptas Notarissen does not sell data, does not use it for marketing, and does not make automated decisions about you.
6. Who data is shared with
Depending on the file and legal obligations, data may be shared with:
- federal, regional, and local government agencies
- the Royal Federation of Belgian Notaries (Fednot) and the notarial registers
- the Provincial Chamber and the National Chamber of Notaries
- other notaries involved in your file
- the State Archives
- banks and financial institutions involved in your file
- bailiffs, experts, or other professionals when their intervention is required
- the firm's accountant
- suppliers of software, IT systems, hosting, and security
Government agencies and other notaries sometimes act as data controllers themselves for their own legal mandates. Service providers that process data on behalf of the firm do so only to the extent necessary and under agreements regarding confidentiality and data protection. Within the firm, employees only have access to the data they need for their tasks.
7. Website and technical service providers
The website is built and hosted on Webflow, which also stores messages received via the form. Amazon CloudFront, jsDelivr, and unpkg deliver technical files to your browser. The firm's email provider processes the emails you send or receive. These services are not used for advertising or visitor analytics.
8. Transfers outside the European Economic Area
Data from notarial files are generally not transferred outside the European Economic Area, unless necessary and legally permitted.
Webflow is an American company and may process technical data and form submissions in the United States. Webflow provides appropriate safeguards for this, such as the European Commission's standard contractual clauses in its data processing agreement.
9. How long data is retained
Data is not kept longer than necessary, taking into account the legal retention periods applicable to notaries.
Contact requests that do not lead to further action are kept for as long as necessary to handle your query, up to a maximum of two years after the last contact. If a file is opened, the retention periods for that file will apply.
Job applications are deleted as soon as the procedure is completed, unless you provide consent to retain your data for up to one year longer for future vacancies.
Notarial data and files are retained in accordance with the legal periods applicable to notaries, including those for evidence, accounting, and anti-money laundering checks. Originals of notarial deeds are kept permanently and eventually transferred to the State Archives.
Technical website data is retained for as long as necessary for the operation, security, and troubleshooting of the website.
10. Security and professional secrecy
The office takes appropriate technical and organizational measures to protect your data against loss, destruction, unauthorized access, and disclosure. This includes, among other things, restricted and controlled access, secure IT systems and backups, secure storage and destruction of documents, regular updates, and a procedure for potential data breaches. Furthermore, notaries and their staff are bound by professional secrecy.
11. Your rights
You have the right to access, correct, or delete your data, restrict its processing, object to it, have your data transferred, and withdraw any consent previously given.
Because a notary is legally required to process and retain a significant amount of data, the office cannot always comply with a request to delete data or stop processing it. For example, the content of an authentic deed cannot be erased.
Please send your request to info@scriptasnotarissen.be. You will generally receive a response within one month. For complex requests, this period may be extended within the limits of the GDPR. To protect your data, the office may ask you to verify your identity.
12. Filing a complaint
If you do not agree with how your data is processed, you can always contact the office first. You may also file a complaint with the Data Protection Authority, Drukpersstraat 35, 1000 Brussels, via contact@apd-gba.be or by calling +32 2 274 48 00.
13. Changes
This privacy policy will be updated if our services, the website, or legal obligations change. The date at the top indicates when it was last revised.
