Last updated: 13 September 2026
Royal Translations Belgium attaches great importance to protecting your personal data and processes it in accordance with the General Data Protection Regulation (GDPR) and Belgian privacy legislation. This privacy policy explains what data we collect, why, how long we keep it and what rights you have. Because we translate official documents, we are aware that the documents you submit may contain particularly sensitive information. We handle these with the utmost care.
Royal Translations Belgium (BV) Luikersteenweg 185, 3920 Lommel Company number (KBO): 1027.973.633 VAT: BE 1027.973.633 Email: info@royaltranslationsbelgium.be Phone: +31 6 33010414 For any questions about this privacy policy or the processing of your data, you can contact us using the details above. Our data protection officer (if appointed) can be reached at info@royaltranslationsbelgium.be.
• Identity and contact data: name, email address and telephone number; • Delivery data: your postal address, which we need in order to send you the sworn translation on paper; • Document content: the documents you upload, which may contain personal data and possibly special categories of data (see article 4); • Payment data: processed by our payment provider Mollie; we do not ourselves store full card or account details; • Technical data: IP address, browser type and cookie preferences, for the security and operation of the website.
• Performance of the contract (art. 6(1)(b) GDPR): processing your order, producing and delivering the translation and related communication; • Legal obligation (art. 6(1)(c) GDPR): complying with accounting and tax retention obligations; • Legitimate interest (art. 6(1)(f) GDPR): the security of our website and the prevention of fraud and misuse; • Consent (art. 6(1)(a) GDPR): placing analytical and marketing cookies, which you can manage yourself.
The documents you submit (such as birth certificates, diplomas, medical certificates or criminal record extracts) may contain special categories of personal data within the meaning of article 9 GDPR (e.g. data concerning health, religion or ethnic origin) or data relating to criminal convictions within the meaning of article 10 GDPR. We process this data solely to carry out the translation you request, on the basis of your explicit consent and/or because the processing is necessary for the establishment, exercise or defence of legal claims. This data is never used for any other purpose and is accessible only to the sworn translator(s) involved.
• Cloudflare, Inc. – hosting of the website and storage of documents within the European Union (EU jurisdiction); • Mollie B.V. – processing of payments; • Resend, Inc. – sending of transactional emails (confirmations and status updates); • Google Ireland Ltd – Google Analytics (website statistics), only after you have given consent via the cookie banner (see section 10). In addition, your documents are processed by the sworn translator(s) carrying out your order. They are bound by professional secrecy. We never sell your data to third parties and do not share it for commercial purposes.
Your personal data and documents are stored and processed within the European Economic Area (EEA). We do not transfer your data to countries outside the EEA. Should such a transfer nevertheless become necessary in the future, it will only take place with appropriate safeguards, such as the European Commission's standard contractual clauses.
• Uploaded documents and translations are automatically and permanently deleted 30 days after delivery; • Order and invoice data is retained for as long as legally required under tax and accounting retention obligations (in Belgium, in principle 7 years); • Contact details you provide outside of an order are not kept longer than necessary to handle your enquiry.
• encryption of data during transmission (HTTPS) and during storage; • storage of documents within the EU, without public access; • access to documents only via secure, temporary access links; • strict access control and secure administration sessions with automatic expiry.
• right of access; • right to rectification; • right to erasure ('right to be forgotten'); • right to restriction of processing; • right to data portability; • right to object; • right to withdraw your consent at any time. You can exercise these rights by contacting us at info@royaltranslationsbelgium.be. We respond to your request within 30 days. To prevent misuse, we may ask you to identify yourself.
Our website uses functional cookies that are necessary for the proper operation of the site (such as your language choice and cookie preference). These are always placed. We only place analytical and marketing cookies after you have given your consent via our cookie banner. You can change or withdraw your preferences at any time via the cookie settings on the website.
Belgian Data Protection Authority (GBA/APD) Drukpersstraat 35, 1000 Brussels Tel.: +32 (0)2 274 48 00 Email: contact@apd-gba.be Website: www.dataprotectionauthority.be We would appreciate it if you would contact us first, so that we can look for a solution together.
We may amend this privacy policy from time to time, for example due to changes in legislation or our services. The most recent version is always available on this page, stating the date of the last change at the top. In the event of significant changes, we will inform you in an appropriate manner.