Privacy policy
Who are We?
Brain Embassy Belgium BV, a limited liability company under Belgian law, having its offices at Molenbergstraat 10 box 25, 2000 Antwerp, Belgium, registered with the Crossroads Bank for Enterprises under number VAT BE 0731.710.590, RLE Antwerp, section Antwerp (hereinafter “Brain Embassy”, “We” or “Us”).The current privacy statement (hereinafter the “Privacy Statement”) describes certain of our personal data processing activities as a Controller according to the applicable Belgian and European data protection legislation (including Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (hereinafter the “GDPR”), as well as the related legal and regulatory provisions regarding personal data protection). If you have any further questions about this Privacy Statement, your privacy and/or the processing of your personal data, please contact us by sending an e-mail to privacy@brainembassy.be.
What should I know before reading this Privacy Statement?
The current Privacy Statement aims to inform you about how Brain Embassy collects and processes your personal data, describes your rights and the way in which you can exercise them. Please read this Privacy Statement carefully.You are typically: a visitor of our website (accessible via www.brainembassy.be or any other domain name redirecting the surfer towards this website) (“Website”); a supplier/service provider of Brain Embassy; a client of Brain Embassy or a data subject who uses our space in the office building (member); an applicant who applied on one of our vacancies; a visitor of our space or office building; a prospective client and/or supplier/service provider with whom Brain Embassy is engaging in discussions regarding the provision of certain services; or anyone who reaches out to Brain Embassy by the contact form on the Website, e-mail, phone, through social media (such as Instagram, Facebook or LinkedIn) or anyone who schedules a visit of our space through our booking tool. Brain Embassy reserves the right to modify the current Privacy Statement at any time. Any changes We may make to our Privacy Statement will be indicated on the Website and when proportionate and in line with the significance of the changes, may be notified to you by e-mail or brought under your attention on your next Website visit (e.g. through the use of a “pop-up”). Please review our Privacy Statement periodically to stay informed of changes that may affect you.Amended versions of this Privacy Statement take effect ten (10) calendar days after their publication on the Website and/or other form of announcement and, if necessary, will always be submitted for approval, unless such modifications are necessary to comply with a legal requirement. In the latter case, such changes will take effect immediately.For further information on the manner how We process personal data by cookies, you may check our Cookie Statement, available on www.brainembassy.be/cookie-policy.
What categories of personal data do We process?
Brain Embassy processes different types of personal data; this depends on the functionalities you use on our Website and on the personal data you share with Us.If We process your personal data, it will be personal data of one of the categories listed below: - Identification and contact details, which include personal data that allows Us to identify and contact you (such as name and first name, phone number, e-mail address, company name/address, company registration and VAT number);- Technical information, which includes personal data required to use our Website, for the proper functioning of our Website and for analytical purposes (such as: technical information about your computer, mobile and other devices used to visit our Website (such as, your IP-address, what type of device it is, application ID, operating system, crash data, browser type and configuration) – whether We collect some or all of this information often depends on what type of device you are using and its settings; information regarding your usage of our Website automatically recorded by our servers (such as, website history, logs, date, time, language preferences, frequency, duration of the pages you have viewed), and; information regarding consent(s) given by you (such as, the date and time of your consent, the user agent, IP-address, unique device identifiers or user-ID)); - Financial details, which include personal data required to process payments (such as bank account number);- Professional details (such as personal data about your profession, company you work for, job title, (company) address, company registration and VAT number);- Personal characteristics, which include photo’s, your date of birth and personal data for surveillance purposes (such as videos);- National Register data; and- Other personal data you share with Us.
For which purpose do We process your personal data, on which legal basis and for how long?
Brain Embassy processes personal data as a data controller. The data controller is the (legal) person who determines the purposes and means of the processing activity. This article 4 describes the purposes for which We process your personal data, the type of personal data We process for these purposes, the legal basis for doing so and the period for which We keep your personal data.
Responding to requests and scheduling visits
Purpose:To respond to requests (e.g. submitted via the contact form on the Website, e-mail or social media, etc.) To schedule a visit in our office building Type of personal data:Identification and contact details Technical information Any accompanying message and/or information you share with Us via the relevant contact form on our Website or another medium Legal basis:Performance of a contract Retention term:As long as necessary to contact you as part of the performance of the contract (including as long as necessary to answer to your request) Your personal data will in any event be deleted no later than one (1) year after our last contact. Data subject:Anyone who contacts Brain Embassy through the aforementioned methods
Operation of our Website
Purpose:To use our Website To ensure the proper functioning of our Website To allow Us to recognize the end-user that is using our Website; To remember your preferences (such as consent preferences) so that We can automatically read and respect your preferences on all subsequent and future end-user sessions To allow Us to keep evidence of particular consents you have provided to Us To protect the security of our systems and of your personal data to our best efforts, e.g. by creating a back-up. Type of personal data:Technical information, for which We use cookies and similar technologies to collect Legal basis:Consent (for non-essential cookies) Legitimate interest (for essential cookies) Rejecting and/or disabling certain cookies may cause our Website to malfunction or to hinder your user experience. Retention term:The retention period varies from as long as the duration of a Website-visit, to as long as your consent is not withdrawn (as applicable) Technical information, will in any event be pseudonymized or deleted (i) upon your withdrawal of consent; and (ii) three (3) months after the collection of the data. Data subject:Website visitors For more information on this processing activity, we refer to our Cookie Statement, available on www.brainembassy.be/cookie-policy.
Analytical purposes
Purpose:To improve our Website To tailor our Website to your use To monitor effectiveness and accessibility of our Website ‑ For other technical, statistical and diagnostical purposes Personal data collected from you for these purposes will only be used by Us (to the greatest reasonable extent possible) in an aggregated and de-identified format. Type of personal data:Technical information, for which We use cookies and similar technologies to collect Legal basis:Consent Retention term:The retention period varies from as long as the duration of a Website-visit, to as long as your consent is not withdrawn (as applicable) Data subject:Website visitors For more information on this processing activity, We refer to our Cookie Statement, available on www.brainembassy.be/cookie-policy.
Business administration
Purpose:To manage our client contracts To manage our supplier and service provider contracts ‑ Communicate and negotiate with prospect clients, suppliers and service providers To execute our business administration (e.g. invoicing, tax administration) To manage questions/complaints about our services; To inform clients, supplier/service providers about changes brought to our prices and contractual documents To analyse and improve our services based on feedback received Type of personal data:Identification and contact details Financial details Any additional information you share with Us (e.g. in relation to any complaint) Legal basis:Legitimate interest Performance of a contract (or taking steps prior to contract conclusion) Retention term:Up to ten (10) years after the expiry or termination of our contractual relationship As long as necessary for Brain Embassy’s legitimate interest(s) Data subject:(Contact persons/personnel of) clients, suppliers, service providers and prospects
Communication with members
Purpose:To communicate with our members To build a community feeling amongst our members To contact members (e.g. to send them birthday wishes) To execute the agreement with the client Type of personal data:Identification and contact details Personal characteristics Any additional information you share with Us (e.g. in relation to any complaint) Legal basis:Legitimate interest Retention term:Up to ten (10) years after the expiry or termination of the contractual relationship with the client As long as necessary for Brain Embassy’s legitimate interest(s) Data subject:Members
Direct Marketing
Purposes:To send promotional e-mails and newsletters to our existing clients and prospects, suppliers and service providers about our services, including about new products or services, as well as invitations for events and other information which We think might interest them Type of personal data:Identification and contact details Technical information Legal basis:Consent Legitimate interest Retention period:Personal data obtained for direct marketing purposes will be deleted after two (2) years or as soon as you withdraw your consent (whichever occurs first), unless in case of a legitimate interest Data subject:Existing clients and/or prospects, suppliers and services providers who have explicitly agreed to receive direct marketing You shall have the right at any time to object to the processing of your personal data for direct marketing purposes, including profiling, to the extent that it is related to such direct marketing, free of charge, by sending an e-mail to privacy@brainembassy.be.
Recruitment of new personnel and creating a talent pool for future vacancies
Purpose:To hire new personnel through the contact form or the designated e-mail address (privacy@brainembassy.be) Type of personal data:Identification and contact details Professional details Any additional information you share with Us in relation to your job application Legal basis:To take steps at your request prior to entering into a contract Legitimate interest Retention term:Up to five (5) years after notifying the last candidate that he/she is not retained for the job, unless a longer retention term applies in accordance with this privacy statement. Data subject:Job applicants (Website visitors) Purpose:To create a talent pool for future vacancies and recruitment purposes Type of personal data:Identification and contact details Professional details Any additional information you share with Us in relation to your job application Legal basis:Consent Retention term:Up to five (5) years after obtaining your consent. Your personal data will in any event be deleted in the event you withdraw your consent. Data subject:Job applicants
Adherence to our legal obligations and exercise of legal rights
Purpose:To comply with our legal obligations To cooperate with any ongoing judicial investigation, court order or lawsuit, or any other request from an appropriate judicial authority, or its representatives To file a report to the police on our own account if We have founded suspicions that the use you make of our services constitutes a legal breach To protect our and/or the rights of third parties To respond to requests from data subjects Type of personal data:Identification and contact details Any accompanying message and/or information you share with Us e.g. related to a data subject request and/or judicial investigation or lawsuit National Register data Other types of personal data, depending on the legal obligation concerned Legal basis:Legal obligation Retention term:Up to ten (10) years after the expiry or termination of our relationship As long as otherwise required by law Data subject:Clients, Website visitors, and any individuals whose data is processed in the context of legal obligations or proceedings
Corporate restructuring
Purpose:To organize Brain Embassy’s corporate restructuring as the case may be, including any merger or acquisition, fusion, (financial) restructuring, sale or shares/assets, etc. Where possible, Brain Embassy shall aggregate and/or de-identify such personal data prior to sharing. Type of personal data:Identification and contact details Any accompanying message and/or information you have shared with Us Other types of personal data, depending on the context Legal basis:Legitimate interest Retention term:As long as required to carry-out the purpose Data subject:Clients, suppliers, service providers, Website visitors, prospects
Security of the office building
Purpose:To ensure the security of the office building and the safety and health of the staff, clients and our visitors Type of personal data:Identification data All personal data recorded by the cameras, including but not limited to a person’s physical characteristics Legal basis:Legitimate interest Retention term:A maximum of one (1) month (unless a longer retention period is necessary as evidence of a specific criminal offense or incident, or for identifying a potential perpetrator, victim, or witness) Data subject:Clients, suppliers, prospects, visitors, members For certain processing purposes, Brain Embassy requires your consent. The consent you give is always free and you have the right to withdraw it at any time. You can withdraw your consent by sending an email to privacy@brainembassy.be. Your withdrawal of consent does not affect the processing of personal data prior to such withdrawal or our processing activities which are based on any other legal basis.
With who do We share your personal data?
Brain Embassy may share your personal data, as required for carrying-out the purposes described in the previous section, with: third party service providers (such as IT service providers, security providers, payment procurement providers, independent contractors, marketing service providers, or hosting providers); professional advisers (such as accountants, lawyers or auditors); partners (such as third party (experts) involved in organizing events and workshops); supervisory authorities; and third parties to whom We intend or choose to sell, transfer or merge (parts of) our shares, business or assets. Upon request, Brain Embassy shall, as soon as possible after the request, inform you of the third parties with whom your personal data have been shared by providing you a more detailed list. In addition, We may disclose your personal data if this is required by law, or if We determine in good faith that such disclosure is required in order to comply with any pending judicial inquiry, judicial order or litigation and/or to safeguard our rights. Processors of Brain Embassy always act under the responsibility of Brain Embassy. If Brain Embassy engages processors, this will always be done in accordance with a data processing agreement that meets the requirements of the GDPR. We require all our processors or to take appropriate technical and organizational (including security) measures to protect your personal data in line with our policies. We do not allow our processors to use your personal data for their own purposes.
Do We transfer your personal data to third countries?
In principle, your personal data will be processed within the European Economic Area (“EEA”).However, Brain Embassy might transfer your personal data to third countries located outside the EEA, e.g. if you are located outside the EEA and are visiting our Website from outside the EEA. It is also possible that Brain Embassy -through its processors- does transfer your personal data to countries outside the EEA. Brain Embassy will only transfer your personal data to recipients outside the EEA in accordance with the applicable data protection legislation and subject to appropriate safeguards (e.g. an adequacy decision of the European Commission or contractual guarantees, such as EC standard contractual clauses).Please contact Us if you want further information on the specific mechanism(s) used by Us when transferring personal data to recipients established outside of the EEA.
How long will We retain your personal data?
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes determined in section 3 of this Privacy Statement, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements, or, if applicable, until the moment you withdraw your consent.We may retain your personal data for a longer period in the event of a complaint or if We reasonably believe there is a prospect of litigation in respect to our relationship with you or the organization you work for. Afterwards it is still possible that they can be found in our back-ups or archives, but they will no longer be actively processed in a file and such back-ups or archives will be deleted automatically in accordance with our back-up and archiving policies.For more details about the retention periods, you can always send an email to: privacy@brainembassy.be. For information on the retention period of personal data processed through cookies, We refer to our Cookie Statement, available on www.brainembassy.be/cookie-policy.
What security measures does Brain Embassy undertake?
Brain Embassy is committed to trying to make sure that your personal data is secure and makes all reasonable and appropriate efforts to protect the confidentiality of your personal data. We have implemented appropriate technical and organizational measures, safeguards and assurances to process your personal data in accordance with the GDPR, in particular to protect your personal data against loss, misuse, or unauthorized alteration or destruction, taking into account the sensitivity of the information We collect, process and store, the industry’s best practices and the current state of technology.Despite the above measures taken by Us, you should be aware that there are always risks associated with sending personal data over the internet. The security and protection of your personal data can never be fully guaranteed, nor can We guarantee that unauthorized third parties will never be able to defeat those measures or use your personal data for improper purposes.
What are my rights under GDPR?
Within the limits defined in Articles 15-22 of the GDPR, you have the following rights in relation to your personal data: Right of access and information: you have the right to obtain confirmation from us as to whether or not we are processing your personal data, to access that personal data and how and why it is being processed, as well as to receive a copy of that data. Right to rectification: you have the right to obtain a rectification of your personal data or to request that we complete your personal data when you become aware that we are processing incorrect or incomplete data about you. Right to erasure ('right to be forgotten'): you have the right to obtain erasure of your personal data in certain specific cases. Right to restriction: you have the right to have the processing of your personal data restricted in certain specific cases. Right to portability: you have the right to obtain the personal data you have provided to us in a structured, commonly used and machine-readable form, and to transfer (have transferred) that personal data to another controller. Right to object: you have the right to object to the processing of your personal data on the basis of our legitimate interest for reasons relating to your specific situation. If you wish to exercise one of the aforementioned rights, you may submit a request to Us by sending an e-mail to privacy@brainembassy.be. We shall acknowledge receipt of your request and provide you with more information on action taken on such request without undue delay and in any event within one (1) month of receipt of the request. This period may be extended by two further months where necessary, taking into account the complexity and number of the requests and informing you of the reasons for the delay. Please note that in some cases We may require you to give more information about yourself to ensure that We are dealing with the correct person.We shall provide such information free of charge. However, if your requests are manifestly unfounded or excessive, in particular because of their repetitive character, We may either: charge a reasonable fee taking into account the administrative costs of providing the information or communication or taking the action requested (we will always inform you of the applicable fee before charging it); or refuse to act on your request.
How do I contact Brain Embassy and how do I file a complaint?
If and to the extent provided for in the applicable data protection legislation, you have the right to lodge a complaint before the competent supervisory authority should the processing of your personal data violate the applicable regulations. In Belgium the competent authority is the Data Protection Authority (“Gegevensbeschermingsautoriteit”/”Autorité de Protection des Données”): Gegevensbeschermingsautoriteit / Autorité de Protection des DonnéesDrukpersstraat 35, 1000 BrusselTel: +32 (0)2 274 48 00 or email: contact@apd-gba.be We would, however, appreciate the chance to deal with your concerns before you approach the authority, so please contact Us in first instance at privacy@brainembassy.com.
Is Brain Embassy responsible for third party links on the Website?
The Website may contain links to third party platforms, websites and/or applications. Brain Embassy is not responsible for the content of these platforms, websites and applications and is not responsible for the privacy standards and practices of such third parties. We recommend you to read the relevant privacy statements of these third parties and their platforms, websites and/or applications before you accept their cookies and visit them to ensure yourself that your personal data is sufficiently protected.
To what extent can I hold Brain Embassy liable under this Privacy Statement?
To the maximum extent permitted by applicable law, Brain Embassy shall not accept any liability in the following events: If Brain Embassy has lawfully shared your personal data with a third party (not being its (sub-)processor), it shall not be liable for any subsequent unlawful processing or misuse of that personal data by such third party and any direct or indirect damages resulting therefrom; or If third parties unlawfully process or use your personal data and Brain Embassy has implemented appropriate technical and organizational measures to prevent, to the best of its abilities, such unlawful processing or use (e.g. in the event of hacking or any other cyberattack). In any case, Brain Embassy shall only be liable for damages caused by non-compliance of its specific obligations under the GDPR. Brain Embassy shall in no event be liable for any special, incidental, indirect or consequential losses or damages in this regard.
What is the applicable law and competence under this Privacy Statement?
This Privacy Statement shall be governed, interpreted, and implemented in accordance with Belgian laws. The Antwerp courts (division Antwerp) are exclusively competent to decide on any dispute that may arise from the interpretation or implementation of this Privacy Statement, without prejudice to the consumer’s right to present a dispute before a competent court on the basis of a mandatory statutory provision. Last updated: February 2026
Cookie Policy
This Cookie Policy describes how Brain Embassy Belgium ("we", "us", or "our") uses cookies and similar tracking technologies on our website brainembassy.be (the "Site"). By using the Site, you consent to the use of cookies as described in this policy.
What are Cookies
Cookies are small text files that are stored on your device when you visit a website. They are widely used to make websites work more efficiently and to provide information to website owners.
Types of Cookies We Use
Your Consent
By using the Site, you consent to the use of cookies in accordance with this Cookie Policy. You can withdraw your consent at any time by adjusting your browser settings to disable cookies or by deleting cookies that have already been set. Please note that disabling cookies may affect the functionality of the Site.
Third-Party Cookies
We may also use third-party cookies provided by trusted partners for analytics and advertising purposes. These cookies are subject to the respective privacy policies of the third parties and are not controlled by us.
Managing Cookies
You can control cookies through your browser settings. Most web browsers allow you to manage your cookie preferences and delete cookies that have already been stored on your device. For instructions on how to manage cookies, please refer to your browser's help menu.
Updates to this Policy
We reserve the right to update or change this Cookie Policy at any time. Any changes will be effective immediately upon posting the revised policy on the Site.
Contact Us
If you have any questions about this Cookie Policy, please contact us at privacy@brainembassy.be.
