Privacy Statement - Supervision of the Belgian Diamond Sector

Introduction

This privacy statement provides information about the processing of your personal data in the context of the supervision of the Belgian diamond sector by the FPS Economy, namely:

1. The registration as a trader in diamonds and/or synthetic diamonds;
2. The supervision of the administrative obligations of registered traders in diamonds and/or synthetic diamonds;
3. The supervision of the declaration to the FPS Economy of transactions relating to the import and export of diamonds;
4. The issuance of Kimberley Process export certificates for rough diamonds;
5. The issuance of “G7” certificates for rough diamonds.

Who is the data controller?

The Federal Public Service Economy, SMEs, Self‑employed and Energy (hereinafter FPS Economy) is the data controller for the processing of your personal data.

Address:
Federal Public Service Economy, SMEs, Self‑employed and Energy
DG Economic Analysis and International Economy – Licences and Diamonds Directorate
Vooruitgangstraat 50
1210 Brussels

Email: diamond@economie.fgov.be

Which personal data do we process and why?

Registration as a trader in diamonds and/or synthetic diamonds

To supervise the diamond sector as defined in the Program Act of 2 August 2002 and the Royal Decree of 20 November 2019, traders in diamonds and/or synthetic diamonds must register with the FPS Economy.

In this context, personal data of the traders in diamonds and/or synthetic diamonds are processed.

Which personal data?

Name, address and company number of the diamond trader.

If you are a self‑employed natural person, we also process:

1. your Social Security number.;
2. your company number assigned by the Crossroads Bank for Enterprises;
3. an extract from your criminal record;
4. an overview of your previously exercised professional activities;
5. a participation certificate in your name for an anti‑money laundering training approved by the FPS Economy.

If you are a legal entity, we also process:

1. the Social Security number of all managers and/or directors;
2. a representation of the shareholding structure as well as the names of the ultimate beneficiaries of the legal entity;
3. the company number assigned by the Crossroads Bank for Enterprises;
4. either an extract of the deed of incorporation from the Belgian Official Gazette or a copy thereof (for Belgian entities), or an extract of the decision to incorporate and the statutes of the foreign legal entity (for Belgian branches);
5. an extract from the criminal record or equivalent document for each director, permanent representative, manager and any special proxy holder of the legal entity, as well as an extract from the criminal record of the legal entity;
6. an overview of previously exercised professional activities of at least one natural person who permanently and effectively manages the enterprise’s activities;
7. a certificate of participation in an FPS‑approved anti‑money laundering training, in the name of at least one natural person who permanently and effectively manages the enterprise’s activities.

How did we obtain this data?

Provided in writing by the trader in diamonds and/or synthetic diamonds.

Why do we process this data?

The registration and supervision of administrative obligations are essential tools in combating money laundering and the financing of terrorism.

What do we do with this data?

The data is collected to enable the supervision of all actors active in the diamond sector.

Legal basis ?

A legal obligation (Article 6.1(c) GDPR), specifically Article 2 of the Royal Decree of 20 November 2019.

Retention period ?

The Licences and Diamonds Directorate retains your personal data until the definitive deletion of your registration in accordance with Article 4 of the Royal Decree of 20 November 2019.

With whom is this data shared?

The staff members of the FPS Economy who are authorised to access your personal data;

• The name of each registered enterprise is shared with AWDC so that you can conduct transactions via Diamond Office;
• Law enforcement services in the context of investigations

Supervision of the administrative obligations of the registered trader in diamonds and/or synthetic diamonds

In order to supervise the diamond sector as stipulated in the Program Law of 2 August 2002 and the Royal Decree of 20 November 2019, traders in diamonds and/or synthetic diamonds must register with the FPS Economy. The resulting administrative obligations include the annual submission of stock declarations and activity reports.

In accordance with the Royal Decree of 17 March 2024, registered traders in diamonds and/or synthetic diamonds must submit an annual anti-money laundering report to the Licences and Diamonds Directorate of the FPS Economy.

In this context, personal data of traders in diamonds and/or synthetic diamonds is processed.

Which personal data?

During login to the web applications (authentication):

• first name;
•  surname;
• email address;
• country.

Additionally, the following data is processed when reading submitted reports: company and director details (name, address, contact information).

How did we obtain this data?

Directly from the data subjects via the web applications.

Why do we process this data?

We process the above data in order to provide you with access to the web applications (authentication) and enable you to submit the annual reports.

What do we do with this data?

Your data is used to grant system access and to allow report submission. It is stored on the designated applications and servers.

Legal basis ?

A legal obligation (Article 6.1(c) GDPR), specifically:

• Program Act of 2 August 2002 and Article 9 of the Royal Decree of 20 November 2019;
• Anti‑Money Laundering Act of 18 September 2017;
• Royal Decree of 17 March 2024.

Retention period?

We retain your personal data for the period during which you are registered with the FPS Economy, starting from the date on which we received your personal data. When your registration is deleted after cessation of activities, your personal data will be erased. The retention period begins when users register on the platform.

With whom is this data shared?

• The staff members of the FPS Economy who are authorised to access your personal data;
• Law enforcement authorities.

Supervision of declarations to the FPS Economy of transactions relating to the import and export of diamonds

In order to exercise supervision of the diamond sector as stipulated in the Program Law of 2 August 2002 and the Royal Decree of 20 November 2019, traders in diamonds and/or synthetic diamonds must submit a declaration to the Licences and Diamonds Directorate of the FPS Economy when releasing non-Union goods for free circulation and when exporting Union goods of weight, value, quality and documented origin or provenance of the diamond(s) and/or synthetic diamond(s) released for free circulation or to be exported.

In this context, personal data of traders in diamonds and/or synthetic diamonds are processed.

Which personal data?

Name, address and company number of the enterprise.

How did we obtain this data?

Directly from the traders via declarations submitted in Diamond Office.

Why do we process this data?

Supervising import/export transactions is essential in combating money laundering and the financing of terrorism.

What do we do with this data?

The data is stored on the relevant applications and servers.

Legal basis ?

A legal obligation (Article 6.1(c) GDPR), specifically the Program Act of 2 August 2002 and Article 6 of the Royal Decree of 20 November 2019.

Retention period ?

The data relating to the transactions shall be retained for five years from the date of declaration to FPS Economy.

With whom is this data shared?

• The staff members of the FPS Economy who are authorised to access your personal data;
• AWDC, as your declaration is made via AWDC, Diamond Office;
• Law enforcement authorities.

Issuance of Kimberley Process export certificates

In accordance with Council Regulation 2368/2002, the Licences and Diamonds Directorate of the FPS Economy is responsible for implementing the provisions of the above-mentioned regulation and issues Kimberley Process certificates for the export of rough diamonds.

In this context, personal data of traders in diamonds and/or synthetic diamonds are processed.

Which personal data?

Name, address and company number of the enterprise.

How did we obtain this data?

Directly from the traders via declarations submitted in Diamond Office.

Why do we process this data?

Supervising import/export transactions is essential in combating money laundering and the financing of terrorism.

What do we do with this data?

The data is stored on the relevant applications and servers.

Legal basis?

A legal obligation (Article 6.1(c) GDPR), specifically Council Regulation 2368/2002 implementing the Kimberley Process certification scheme for the international trade in rough diamonds

Retention period?

The data relating to the transactions shall be retained for five years from the date of declaration to the Licensing and Diamond Directorate.

With whom is this data shared?

• The staff members of the FPS Economy who are authorised to access your personal data;
• AWDC, as your declaration is made via AWDC, Diamond Office;
• Law enforcement authorities.

Issuance of a “G7” certificate for rough diamonds

In accordance with Article 3p of Council Regulation 833/2014, the Licences and Diamonds Directorate of the FPS Economy is responsible for implementing the provisions of the above-mentioned regulation and issues a ‘G7’ certificate for the export of rough diamonds within the scope of this regulation.

In this context, personal data of traders in diamonds and/or synthetic diamonds is processed.

Which personal data?

Name, address and company number of the enterprise.

How did we obtain this data?

Directly from the traders via declarations submitted in Diamond Office.

Why do we process this data?

Supervising the origin of diamonds upon import is an essential tool in the fight against the trade in Russian diamonds.

What do we do with this data?

The data is stored on the relevant applications and servers.

Legal basis?

A legal obligation (Article 6.1(c) GDPR), specifically Council Regulation 833/2014 concerning restrictive measures in view of Russia's actions destabilizing the situation in Ukraine.

Retention period?

The data relating to the transactions shall be retained for five years from the date of declaration to the Licensing and Diamond Directorate.

With whom is this data shared?

• The staff members of the FPS Economy who are authorised to access your personal data;
• AWDC, as managing the web application and servers;
• Law enforcement authorities.

What are your rights and how can you exercise them?

What are your rights regarding your personal data?

You have a number of rights concerning your personal data that you may exercise vis-à-vis the FPS Economy. For example, you have the right to:

• request access to and a copy of your personal data that we hold (right of access);
• ask for the correction of your personal data if they are incorrect, inaccurate, or incomplete (right to rectification);
• request that your personal data be erased if they are no longer needed or if their processing is unlawful (right to erasure or right to be forgotten);
• ask to stop the processing of your personal data for reasons related to your personal situation (right to object); and
• in specific cases, request a restriction of the processing of your personal data (right to restriction of processing).

Depending on the processing and the legal basis for that processing, certain conditions or limitations may apply to the exercise of the above-mentioned rights.

How can you exercise your rights?

If you wish to exercise your rights or if you have a question about how the FPS Economy processes your personal data, you can contact the FPS Economy (see contact details in point 2) or the Data Protection Officer (DPO) of the FPS Economy.

By post:
Federal Public Service Economy, SMEs, Self‑employed and Energy
Data Protection Officer – Office of the President
Vooruitgangstraat 50
1210 Brussels

By e-mail: dpo@economie.fgov.be

We will process your request within one month. In exceptional cases, if your request is complex, this period may be extended by two months (thus a maximum of three months in total). We will always inform you of such an extension within one month from your request.

Always make sure to clearly indicate which of the above rights you wish to exercise and how you wish to receive a response (e.g. by e-mail, by post, …). Please note that in certain cases we may request additional documentation, including a copy of your identity card, in order to ensure that we are assisting the correct person.

Do you have a complaint?

If you believe that the FPS Economy has not processed your personal data in accordance with the applicable regulations, you may lodge a complaint with the Data Protection Authority.

By post:
Data Protection Authority
Drukpersstraat 35
1000 Brussels

By e-mail: contact@apd-gba.be

Updating this privacy statement

This privacy statement may be updated. You can always consult the most recent version on our website. The latest update was carried out on 11/02/2026.