Olima – Confidentiality & Data Protection Policy (Belgium)
Last updated: December 2025
At Olima, protecting your family’s privacy is a core part of our mission.
Families trust us with sensitive information: routines, schedules, preferences and personal details and we take that responsibility extremely seriously.
We follow the GDPR, the Belgian Law of 30 July 2018, and industry best practices to ensure your data is safe, confidential and only used for the purpose of helping your household run smoothly.
Sources:
GDPR (Regulation EU 2016/679)
Belgian Data Protection Authority (https://www.dataprotectionauthority.be)
Chambers Data Protection & Privacy – Belgium 2025 (2024, https://practiceguides.chambers.com/practice-guides/data-protection-privacy-2025/belgium).
1. What this policy covers
This page explains:
What personal data we collect
How and why we use it
How we keep it secure
Your rights under Belgian and EU law
How you can contact us about privacy
This policy applies to all Olima services offered in Belgium.
2. The data we collect
We only collect information needed to provide our services. This may include:
Everyday family & household information
Names and contact details
Calendars, schedules, appointments
To-do lists, bookings, travel preferences
Communication with you about tasks
Information about children
If your service involves childcare logistics or school coordination, we may receive:
First names
School hours, pick-up routines
Activity schedules
We avoid collecting any unnecessary information about children.
Sensitive information
We do not request sensitive data (e.g., health details).
If you choose to share something relevant for a task (e.g., dietary needs, mobility notes), we will only use it for that task and only with your explicit consent.
3. Why we collect personal data
We process your data only for purposes that serve your family, such as:
Managing household organisation
Handling bookings and errands
Coordinating calendars
Communicating with you about ongoing tasks
Improving the quality and reliability of our services
Legal bases:
Contract performance (main basis)
Consent (when needed for sensitive data)
Legitimate interest (improving security, internal processes)
Sources: GDPR Art. 6–9; Belgian Law of 30 July 2018.
4. How we keep your information safe
Your confidentiality is protected through a combination of technical and organisational measures:
Secure systems
Encrypted storage
Encrypted communication (TLS/HTTPS)
Approved devices only
No data stored on personal devices
Strict access control
Role-based permissions (“minimum access”)
Multi-factor authentication
Regular reviews of who has access
Internal confidentiality
Every member of the Olima team signs a strict confidentiality agreement
Mandatory privacy and security training
Sources: ER-VA UK (2024, “How to Share Data Securely with Your Virtual Assistant”), OutsourceAccess (2024, “How Virtual Assistants Maintain Confidentiality”).
5. Who can access your data
Only authorised members of Olima who need the information to support your household can access it.
We may use trusted service providers (e.g., cloud storage, calendar tools). Each must meet GDPR standards.
If data needs to be transferred outside the EU (rare), it will only happen with legally approved safeguards such as Standard Contractual Clauses.
Source: GDPR Chapter V.
6. How long we keep your data
We keep personal data only for as long as needed:
During your contract: active use
After your contract ends: deletion within 90 days unless you request earlier removal
Billing data: kept for 7 years as required by Belgian tax law
Source: Belgian Federal Public Service Finance, 2024.
You can request deletion at any time.
7. Your rights
Under GDPR and Belgian law, you can:
Access your data
Correct inaccurate information
Ask for deletion
Restrict or object to processing
Withdraw consent at any time
Request a copy of your data
Requests are handled within 30 days.
Source: Belgian DPA guidance (https://www.dataprotectionauthority.be).
8. Data breaches
If something risks your privacy, we take it extremely seriously.
We follow GDPR rules for incident response:
We assess and contain the issue immediately
If required, we notify the Belgian Data Protection Authority within 72 hours
If the breach could pose a risk to you, we inform you directly
Source: Belgian DPA – “Data Breach Notification”, 2024.
9. Cookies & website analytics
If you use our website, we may use essential cookies for functionality.
Any analytics cookies will require your consent and will be explained in our cookie banner.
10. How to contact us
For privacy questions or requests:
🏢 Olima SRL – Belgium
You may also contact the Belgian Data Protection Authority at https://www.dataprotectionauthority.be.