Privacy Policy

1. Data controller

The data controller for personal data collected on this site is:

• Name: Optimal Accounting
• Controller: Imal Hotak
• Address: Rue de l'Industrie 17D, 1400 Nivelles, Belgium
• Email: info@optimal-accounting.be
• VAT/BCE: BE 1036.491.421

2. Data collected

We collect the following personal data:

2.1 Via the contact form

• First and last name
• Email address
• Phone number (optional)
• Type of request
• Message content

Legal basis: Explicit consent (Art. 6.1.a GDPR) and legitimate interest in responding to enquiries (Art. 6.1.f GDPR).

2.3 Browsing data (cookies)

• IP address (anonymised)
• Pages visited and time spent
• Browser and device type
• Traffic source

Legal basis: Consent (analytics/marketing cookies) or legitimate interest (essential cookies).

2.4 Client data (accounting engagement)

In the context of our accounting engagements, we process sensitive data (financial, tax, social) belonging to our clients. This processing is governed by the engagement contract and ITAA regulations.

3. Purposes of processing

Purpose	Legal basis	Retention period
Responding to contact enquiries	Consent / legitimate interest	3 years after last contact
Visit statistics (Analytics)	Consent	26 months
Accounting and tax engagement	Contract performance / legal obligation	7 years (accounting obligations)
Essential cookie management	Legitimate interest	Session / max. 13 months

4. Data recipients

Your personal data is never sold to third parties. It may be shared with:

• Our technical sub-processors (host Hostinger, messaging service) strictly within the scope of their mission
• Public authorities (FPS Finance, NSSO, etc.) in the context of our legal obligations
• Google Analytics (if consent given) — anonymised data, stored in the EU

All our sub-processors are bound by a data processing agreement (DPA) compliant with GDPR.

5. Your rights

Under the GDPR (EU Regulation 2016/679), you have the following rights:

• Right of access: Obtain a copy of the data concerning you
• Right of rectification: Correct inaccurate data
• Right to erasure: Request deletion of your data ("right to be forgotten")
• Right to restriction: Restrict the processing of your data
• Right to portability: Receive your data in a readable format
• Right to object: Object to processing based on legitimate interest
• Withdrawal of consent: Withdraw your consent at any time

To exercise your rights, contact us by email at info@optimal-accounting.be or by post to our address. We respond within 30 days.

You also have the right to lodge a complaint with the Belgian Data Protection Authority (DPA): autoriteprotectiondonnees.be

6. Cookie policy

A cookie is a small text file stored on your device when you visit a website.

Cookies we use

Category	Name	Purpose	Duration
Essential	oa_cookie_consent	Remembers your cookie choices	12 months
Essential	Session	Site functionality	Session
Analytics	_ga, _gid	Google Analytics — anonymised statistics	26 months / 24h
Marketing	_fbp	Meta Pixel (if enabled)	3 months

Manage your preferences

You can modify your cookie preferences at any time by clicking the button below or in your browser settings.

7. Data security

We implement appropriate technical and organisational measures to protect your data against loss, destruction, alteration, unauthorised access or disclosure:

• Secure HTTPS connection (TLS)
• Secure hosting with Hostinger
• Data access restricted to authorised persons
• Regular backups

8. Transfers outside the EU

Some of our service providers (Google Analytics) may transfer data outside the European Union. These transfers are framed by appropriate safeguards (Standard Contractual Clauses approved by the European Commission).

9. Changes

We reserve the right to modify this privacy policy at any time. The version in force is the one published on this page, with the date of last update indicated below.

Last updated: January 2025
Version compliant with GDPR — EU Regulation 2016/679