Privacy Notice

The use and disclosure of personal data is important for Trialys and for the individuals whose personal data is processed.

1. What is the purpose of this privacy notice?

This privacy notice (“Privacy Notice“) aims to give you information about how the law firm Trialys* (hereinafter referred to as “we”, “us” or “Trialys”) handle and process the personal data that we collect from you or which we have obtained about you from a third party when you (i) engage with us to use services that Trialys provides (our “Services“) or (ii) visit our website, (the “Website“), so that you are fully aware of how and why we are using your personal data.

It also explains how Trialys may handle personal information about individuals as a result of providing the Services to third parties and about individuals who apply to work at Trialys.

This Privacy Notice will inform you of the nature of your personal information that is processed by us and how you can request that we delete, update, transfer and/or provide you with access to it.

2. What personal data do we collect about you?

Personal data includes any information about an individual which can identify that individual.

Trialys may collect personal information from you in the course of its business, including through your use of our Website, when you contact or request information from us, when you engage our legal or other Services** or as a result of your relationship with one or more of our staff members or clients.

Trialys may collect, use, store and transfer the following categories of personal data:

Identity Data: such as name, surname, marital status, date of birth, ID or passport number, photo, gender, social media account, …
Contact Data: such as email address, telephone number, billing address, delivery address, …
Financial Data: such as bank account number, payment card details, details about payments to and from you, …
Technical Data: such as information collected when you visit our website, your IP address, browser type and version, time zone setting and location, information about your use of our website, your use of our wifi, …
Professional Data: such as your Curriculum Vitae, you job title and your previous positions and professional experience, preferred language …
In limited circumstances (for legal or regulatory purposes or if necessary for a specific Service provided to you): your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data.

This list is non-exhaustive.

3. How do we use your personal information?

Your information is collected for the following purposes:

to verify your identity;
to comply with our legal obligations (including any Know Your Client or Anti-Money Laundering or Anti-Bribery, conflicts or similar obligations);
to perform our Services;
to carry out requests made by you on the Website or in relation to our Services;
to comply with any applicable law, court order, other judicial process, or the requirements of a regulator;
to recruit new lawyers or personnel;
to improve, develop and market new Services, and
to use as otherwise required or permitted by law.

4. What is our legal basis for using or processing your personal information?

Performance of services: It is necessary for us to use your personal information to perform our obligations in accordance with any contract that we may have with you. It is in our legitimate interest or a third party’s legitimate interest to use your personal information in such a way to ensure that we provide the very best client service we can to you or others. Please note also that our Terms and Conditions apply when we provide the Services.
Recruitment: If we use your personal information in connection with recruitment it will be in relation to us taking steps, at your request, to enter into a contract we may have with you or if we have a legitimate interest to use personal information in such a way to ensure that we can make the best recruitment decisions for Trialys.
Business administration and legal compliance: It is also our legal obligation to use your personal information to comply with any legal obligations imposed upon us (including any Know Your Client or Anti-Money Laundering or Anti-Bribery, conflicts or similar obligations).
Website: It is in our legitimate interest to use your personal information in such a way to ensure that we provide the very best products and services to you and our clients.

5. Who do we share your personal information with?

Your personal information may be shared and processed by any Trialys entity, located in Belgium and in Luxembourg.

We may also share personal information with a variety of the following categories of third parties as necessary, such as:

Third parties engaged in the course of the services we provide to clients such as notaries public, bailiffs, clerks, court, opposing party and their lawyers, expert witnesses, such as tax advisors or valuers.
Third parties to whom we outsource certain services such as, without limitation, translation services, IT systems or software providers, IT Support service providers, document and information storage providers.
Government or regulatory authorities.
Regulators/tax authorities/corporate registries.
Our professional advisers such as lawyers and accountants.
Insurers.
Third party service providers to assist us with client insight analytics, such as Google Analytics.
Third party postal or courier providers who assist us in delivering documents related to a matter.

We will conduct an appropriate level of due diligence and put in place contractual documentation in relation to any sub-contractor we may appoint to ensure that they process personal information appropriately and according to our legal and regulatory obligations.

6. Our use of cookies

A cookie is a file of letters and numbers that is stored on your browser or on the hard drive of your computer. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies as soon as you visit our website.

Our web pages contain cookies that allow us to track receipt of an email to you, to count users that have visited a web page or opened an email and collect other types of aggregate information.

By using this information, we are able to measure the effectiveness of our content and how visitors access our Website. This allows us to learn what pages of our Website are most attractive to our visitors, which parts of our Website are the most interesting and what kind of offers our registered users like to see.

It is in our legitimate interest to use your personal information in such a way to ensure that we provide the very best products and services to you and our other clients.

7. Where do we transfer your data to?

In order to provide the Services we may need to transfer your personal information to locations outside the jurisdiction in which you provide it.

If you are based within the European Economic Area (EEA), please note that as necessary in order to deliver the Services, we will transfer personal information to countries outside the EEA.

8. How long do we keep your personal information for?

We will retain relevant personal information as long as necessary in order to fulfil the purposes described in this Privacy Notice and as long as we are required to do so according to our regulatory obligations, professional indemnity obligations or as required for us to assert or defend ourselves against legal claims, until the end of the relevant retention period or until the claims in question have been settled.

We may then destroy such information without further notice or liability.

9. Confidentiality and the security of your personal information

Trialys is committed to keeping the personal information provided secure. We can assure you that your personal information will be treated in strict confidence and that we make every effort to protect your personal information. We have implemented appropriate organisational and technical
measures to protect the personal information that we have under our control from unauthorised access, improper use or disclosure, unauthorised modification and unlawful destruction or accidental loss.

All the stakeholders of Trialys including our partners, associates, employees, consultants, workers and data processors (i.e. those who process your personal information on our behalf, for the purposes listed above), who have access to, and are associated with the processing of personal information, are obliged to respect the confidentiality of such personal information.

10. How to access your information and your other rights

You have the following rights in relation to the personal information about you that we retain:

Your right to access
You have the right to ascertain what kind of personal information do we retain about you. If requested, we’ll confirm whether we’re processing your personal information and, if necessary, provide you with a copy of that personal information (along with certain other details). If you require additional copies, we reserve the right to charge you a reasonable administrative fee.
Your right to rectification
If the personal information we hold about you is inaccurate or incomplete, you are entitled to request to have it modified. If your personal information has been shared with others, we’ll let them know about the modification to the extent possible. When possible and lawful to do so and if you make a specific request, we can also tell you who we’ve shared your personal information with and give you their contact details.
Your right to deletion
You are entitled to ask us to delete or remove your personal information in some circumstances, such as where we no longer need it or if you withdraw your consent (where applicable). If your personal information has been shared with others, we’ll let them know about the deletion to the extent possible. When possible and lawful to do so and if you make a specific request, we can also tell you who we’ve shared your personal information with and give you their contact details.
Your right to restrict processing
You can ask us to stop or suppress the processing of your personal information in certain circumstances, such as where you contest the accuracy of that personal information or you object to us. If your personal information has been shared with others, we’ll let them know about the restriction to the extent possible. When possible and lawful to do so and if you make a specific request, we can also tell you who we’ve shared your personal information with and give you their contact details.
Your right to data portability
You are entitled, in certain circumstances, to obtain personal information you’ve provided us with (in a structured, commonly used and machine-readable format) and to reuse it or to ask us to transfer this to a third party of your choice.
Your right to object
You can ask us to stop processing your personal information, and we will do so, in the following circumstances:
– We are relying on our own or someone else’s legitimate interests to process your personal information, except if we can demonstrate compelling legal grounds for the processing.
– We are processing your personal information for direct marketing purposes.
Your right to withdraw consent
Given the fact that we rely on your consent (or explicit consent) as our legal basis for processing your personal information, you have the right to withdraw that consent at any time.
Your right to file a complaint with the supervisory authority
In case of concern about any aspect of our privacy practices, including the way we’ve handled your personal information, you can report it to the relevant Supervisory Authority.

We are committed to providing you with a response to your request or complaint in a timely manner.

Please note that some of these rights may be limited if we have an overriding interest or legal obligation to continue to process the data or if data is exempt from disclosure due to reasons of legal professional privilege or professional secrecy obligations.

Please note that for every request concerning personal information we may request that you prove your identity by providing us with a copy of a valid means of identification in order to comply with our security obligations and to prevent unauthorized disclosure of information.

11. Changes to this Privacy Notice

We will update this Privacy Notice from time to time to comply with applicable privacy laws or regulatory requirements, to ensure that you are always aware of how we use your personal information and to reflect any changes to our use of your personal information. In case of any such
changes, we will post the changed Privacy Notice on our website or publish it otherwise. When practicable, we will notify you by email of any significant changes. However, we encourage you to review this Privacy Notice periodically to be informed of the use of your personal information.

12. Contact

If you have any questions about this Privacy Notice or want to exercise your rights set out in this Privacy Notice, please contact us by:

sending an email to privacy@trialys.com ; or
calling us:
In Luxembourg: + 352 22 74 30 1
In Brussels: + 32 2 896 51 70

* In Belgium: Trialys SPRL, a Belgian limited liability company with registered office located at 1050 Brussels, Rue Vilain XIIII 8, registered in the business register under number 0634.578.255; In Luxembourg: Trialys is the partnership (“association de frais”) of Gerald Stevens, Alexandra Pardou, Laurent Mosar and Jerry Mosar.

** Trialys is primarily engaged by corporate entities and as such these entities are not data subjects. However, as part of such instructions personal information may be provided to us (e.g. personal information relating to any of our corporate clients; or prospective clients; officers or personnel, any opponent or vendor or purchaser or personal information relating to their legal advisors or personnel, as relevant or similar). If you are an individual whose personal information is processed by us as a result of providing the Services to others (including individual clients and corporate clients) we will process a variety of different personal information depending on the Services provided. This may include personal information relating, without limitation to, any of our corporate clients or prospective clients; officers or personnel, any opponent or vendor or purchaser personal information including personal information relating to their legal advisors, other advisors or personnel as relevant or similar.