Privacy Policy from Car-Pass

Privacy Policy of Car-Pass v.z.w.

Car-Pass non-profit, Woluwedal 46 b2 1200 Brussels, respects and protects your privacy. The current privacy policy explains how Car-Pass collects and uses your personal data. In this policy, you can find out what data is kept by Car-Pass, how to make a request to see your personal data, have it corrected or even ask for it to be deleted.

Statutory remit of Car-Pass

The non-profit association Car-Pass was founded on the initiative of professionals in the automotive sector, with the remit of registering the odometer readings of cars and light commercial vehicles. It was recognised for this purpose by Royal Decree of 4 May 2006.

It is the mission of Car-Pass to play a key role in the fight against vehicle odometer fraud. In this way, Car-Pass wishes to ensure that buyers of second-hand vehicles are better protected, thus improving the public perception of the trade in second-hand vehicles and promoting fair competition within the sector.

Data collected by Car-Pass

Whenever you take your vehicle for professional work to be carried out on it, e.g. to a garage, tyre shop or vehicle test centre, the odometer reading will be taken. It is obligatory for this information to be shared with Car-Pass, together with the date when the work was carried out and the Vehicle Information number (VIN) of the vehicle. This information can also be found on the invoice or test certificate. This information can only be shared subject to strict conditions laid down in the Act of 11 June 2004 on the prevention of vehicle odometer fraud. Car-Pass does not receive any further details about the work carried out, the vehicle’s licence plate or the name of the vehicle’s owner.

Information on the vehicle’s CO2 emissions and the vehicle’s Euro emission standard is shared with Car-Pass by the Federal Public Service Mobility and Transport. From 1 March 2019, vehicle test centres will inform Car-Pass if an inspection has to be carried out on a vehicle after an accident before it can go back on the road. A schematic overview of data flows can be found here.

Additionally, Car-Pass also processes a limited amount of personal data from individuals who visit the Car-Pass website, www.car-pass.be. Firstly, the website collects data automatically; more information on this can be found at 'Cookies and Google analytics'. Secondly, visitors to the Car-Pass website have the option of leaving their data.

Car-Pass processes the data of visitors who have completed a contact form on the website, or sent an email to the general email address info@car-pass.be. This information is limited to surname, first name, email address, country of origin and optionally a phone number. The country of origin is recorded in order to get an idea of interest abroad in the Belgian Car-Pass system. The data is retained until 31/12/Y+3, where Y is the calendar year in which the query was received.

When individuals make a request to have their personal data rectified, Car-Pass processes their surname, first name, address, phone number and email address. Optionally, the mobile phone number or fax number of the individual is also collected. Other personal data that appears in the documents provided by an individual to Car-Pass may also be stored. This data is kept as long as necessary to prevent odometer fraud (see also next section).

In order to fulfil its statutory remit, Car-Pass also stores the contact information of individuals employed by companies operating in the automotive sector and that are under an obligation to report to Car-Pass. This contact information consists of the names and work email addresses of the contact persons. Storage of the personal information of contact persons working for companies in the automotive sector and registered with Belgium’s Crossroads Bank for Enterprises (CBE) as actively trading, is essential so that Car-Pass can fulfil its remit. The contact information of individual contacts is deleted once those individuals leave the relevant company and Car-Pass is notified.

Automotive companies that are registered with Belgium’s Crossroads Bank for Enterprises as being inactive no longer report odometer readings to Car-Pass. However, given that disputes about reported odometer readings can arise many years after the reading was originally reported (as long as the vehicle is still on the road), Car-Pass reserves the right to continue storing the contact information of inactive companies.

Car-Pass will not communicate your personal data to third parties, nor use it for purposes that are incompatible with the objectives of the not-for-profit organisation.

Car-Pass will not keep this data longer than necessary for the purposes for which it was collected or otherwise processed.

Access to, correction and deletion of your data

With the exception of the data mentioned in Article 1 of the Royal Decree of 26 August 2006 "regulating the cooperation with the association tasked with the registration of vehicle odometer readings", Car-Pass has no access to the register maintained by the Belgium Vehicle Registration Service. Car-Pass therefore does not know the name of the registered keeper or owner of the vehicle, nor the link between the licence plate and the chassis number. If you want to inspect the data kept about your vehicle, you must be able to prove that you are the owner or registered keeper (person in whose name the vehicle is registered with the Belgium Vehicle Registration Service). This can be done by submitting a combination of different documents such as the registration certificate, insurance certificate, purchase invoice, recent repair bills or other relevant documents. The applicant will also be required to provide an affidavit stating the correct current odometer reading of the vehicle and attach a photograph clearly showing this odometer reading. You can send your file to privacy@car-pass.be or to the address below.

Any applicant unable to prove on the basis of the documents submitted that they are the current owner of the vehicle or if reasonable doubt exists, Car-Pass reserves the right to refuse access to the data. Car-Pass will in any case only share data relating to the period in which the applicant was the registered keeper or owner of the vehicle.

To find out the odometer history of any vehicle, the vehicle can be simply taken to any vehicle test centre and a Car-Pass requested.

If you think an error was made in reporting one or more odometer readings, you can make a request for the data to be corrected. You can find the relevant form on our website. If it turns out that the sender of the disputed odometer reading did in fact make a mistake, we will correct it and notify you accordingly. If you had a valid Car-Pass certificate at the time you submitted your correction request, we will send you an updated Car-Pass free of charge in the post.

For all other data, not related to the odometer history of a vehicle, you can at all times:

access your own personal data in order to check it;
make a request for your personal data to be corrected or updated;
make a request for the processing of your personal data to be restricted, taking into account that this may also affect the level of service provided.
make a request that your personal data is not shared with another data controller.
request that your personal data is deleted from our files if it is no longer necessary for the purposes for which it was collected or otherwise processed.
object to the processing.

Simply send us an email outlining your reasons to privacy@car-pass.be. Alternatively, you can also contact us by writing to us at the address below:

Car-Pass non-profit
Woluwedal 46 b2
1200 Brussels

Google analytics and cookies

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The information generated by the cookie (including your IP address) is transmitted to and stored by Google on servers in the United States. Google uses this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage.

Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Most Internet browsers allow you to remove Cookies from your hard drive, block them, or request that the browser notify you of their presence before they are permanently stored. To find out more about these features, you can read the instructions that appear on your browser's information screen.

However, please note that in that case you may not be able to use all the features of this website. By using this website, you consent to the processing of your personal data by Google in the manner and for the purposes set out above.

Securing your personal data

Car-Pass stores its data on servers located in external data centres in Belgium. Car-Pass has entered into a processing agreement with the hoster; under this agreement, the hoster must take all necessary technical and organisational measures to protect the systems against malicious or accidental damage to the hardware, loss, alteration, or unauthorised access to the stored data. Car-Pass also has a strict internal IT policy to safeguard the stored data and hardware in its offices, including the use of firewalls, anti-virus scanners, backup systems and access control.

Changes to this privacy policy

Car-Pass reserves the right to modify this privacy policy at any time. Changes will be appear on this page. This privacy policy was last updated on 3/4/2019.

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