Your data, handled with care

Last updated on 27 August 2026.

Group-f Academy processes personal data of people who enrol for a course, sit an examination or get in touch with us. This statement explains what data we process, why we need it, how long we keep it and what rights you have.

1. Who is responsible?

The data controller is:

Group-f bv
Prins Boudewijnlaan 9 (unit 11)
2550 Kontich, Belgium
Company number BE 0871.559.846 — RLE Antwerp
E-mail: academy@group-f.be

You can reach us at that address for any question about your data or about this statement.

2. What data do we process?

We collect only what we need. Which data that is depends on what you do.

When you enrol for a course

• Contact details: first name, surname, e-mail address and telephone number of the contact person.
• Participant details: first name, surname and e-mail address of each participant you enrol.
• Company details: company name, VAT number, invoicing address, invoicing reference and invoicing e-mail address, when you enrol as a company.
• Enrolment details: the chosen course, date, location, language of instruction, certificate type and price.
• Your choices: whether you wish to use the SME portfolio scheme, and any remarks you provide yourself.

When you attend a course or sit an examination

• Attendance and participation.
• Identification at the examination, by means of valid identification.
• Examination results, assessment data and certification or diploma data.

When you contact us

• First name, surname, e-mail address, subject and the content of your message.

Special categories of data

Some courses are subject to statutory admission requirements, for instance regarding medical fitness. Where we process health data in that context, it remains strictly limited to what is necessary, accessible only to authorised persons, and is not used for any other purpose.

3. What do we use your data for?

• Processing and confirming your enrolment.
• Organising and delivering the course, and sending you the practical information and course materials.
• Organising, administering and assessing examinations.
• Issuing, registering and verifying attestations and certificates.
• Invoicing and the administrative follow-up of your file.
• Communicating with you about your enrolment and reminding you of an upcoming course.
• Complying with legal and regulatory obligations, including reporting and archiving.

We do not use your data for purposes incompatible with these, and we never sell it.

4. On what legal basis?

• Performance of the contract — for everything needed to carry out your enrolment, course, examination and certification.
• Legal obligation — for certification, reporting, archiving and accounting.
• Legitimate interest — to organise our courses and examinations correctly, safely and to a high standard, to prevent fraud and to safeguard the integrity of the examination process.
• Consent — only where expressly requested, for example if you wish to receive a reminder when a certificate is about to expire. That consent is freely given and optional, and you may withdraw it at any time without any effect on the result you obtained.

5. How long do we keep your data?

• Course data (enrolment, attendance, results): for the duration of the agreement and for up to five years after the course ends, unless a longer retention period is legally required.
• Examination and certification data: at least one year and at most ten years, depending on the applicable certification framework, the validity period of the certificate and the necessary audit and dispute period.
• Administrative and financial data: in accordance with the applicable statutory retention periods.
• Certificate expiry reminders, if you consented to them: for the validity period of the certificate and for up to one year after it expires.

Once the retention period has elapsed, data is securely deleted, destroyed or anonymised.

6. Who do we share your data with?

We pass on data only where necessary, and only to parties offering appropriate safeguards:

• Certifying and accrediting bodies, for issuing and validating attestations.
• Recognised examination platforms and registers, including the VCA platform and the Central Diploma Register (CDR), so that certificates obtained can be verified. You are informed of this in advance and may object to registration, in so far as this is compatible with the applicable certification framework.
• IT service providers and software suppliers supporting our systems, including the service that delivers our e-mails.
• External auditors or supervisory bodies, in so far as legally or contractually required.
• Trainers, examiners and invigilators working on our behalf and bound by a duty of confidentiality.

We enter into a data processing agreement with service providers who process personal data on our behalf. Any transfer outside the European Economic Area takes place only with an appropriate transfer mechanism, such as an adequacy decision or standard contractual clauses.

7. This website

This website sets no analytics or marketing cookies and does not track your browsing. Only functional or session cookies are used where technically necessary, for example to make a form work correctly or to keep you signed in.

To protect our forms we use Cloudflare Turnstile, a service that blocks automated submissions without presenting you with a puzzle. Technical data is processed in that context, including your IP address.

Our pages load fonts and scripts through external services (api.fontshare.com and cdn.jsdelivr.net). Those services see your IP address in the process. We use them solely to display the site correctly, not to track you.

8. How do we protect your data?

We take appropriate technical and organisational measures to protect your data against loss, destruction, unauthorised access, alteration or disclosure. Access is strictly limited to staff who need the data for their work, and everyone with access is bound by a duty of confidentiality. Additional restrictions apply to examination questions, examination results and certification data.

9. What rights do you have?

You have the right to:

• access the personal data we process about you;
• rectification of inaccurate or incomplete data;
• erasure of your data;
• restriction of processing, in the cases provided for by law;
• object to processing based on legitimate interest;
• withdraw your consent, where processing relies on it.

A few nuances we would rather set out up front:

• The right to erasure does not apply where we need the data to perform the agreement, to comply with legal, regulatory or audit obligations, or to safeguard the integrity and traceability of courses and examinations.
• The right of access does not extend to examination questions, examination sets, assessment criteria or internal assessment notes. This protects the fairness of the examination for all candidates.

Send your request to academy@group-f.be. We will normally respond within one month. If your request is complex, the law allows us to extend that period; we will let you know in good time if so.

10. Lodging a complaint

If you are unhappy with the way we handle your data, please contact us first — we are glad to resolve it with you. You also always have the right to lodge a complaint with the supervisory authority:

Belgian Data Protection Authority
Drukpersstraat 35, 1000 Brussels, Belgium
www.dataprotectionauthority.be

11. Changes

We update this statement when our operations, our systems or the law require it. The most recent version is always on this page, with the date of the last update at the top.