The Conflict of Interest Declaration Form serves as a crucial governance tool in the Belgian corporate and regulatory landscape. It is required under various circumstances, including initial employment, periodic updates, board appointments, and specific project involvement. The document ensures compliance with Articles 5:76 and 7:96 of the Belgian Company Code, which mandate disclosure of conflicts in corporate settings. The form captures detailed information about financial interests, personal relationships, outside activities, and other potential conflicts that could impact professional duties. It is designed to meet both private sector requirements and public sector obligations under Belgian law, incorporating necessary privacy protections under GDPR and local data protection regulations. The document is particularly important for organizations operating in regulated industries or handling public contracts, where transparency and integrity are paramount.
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1. Declarant Information: Personal and professional details of the person making the declaration, including name, position, department, and employee ID
2. Declaration Period: Time period covered by the declaration and frequency of required updates
3. Types of Conflicts: Comprehensive list of potential conflict categories that must be disclosed (financial interests, outside employment, family relationships, etc.)
4. Current Disclosures: Detailed section for declaring any existing or potential conflicts of interest
5. Acknowledgment of Policies: Confirmation that the declarant has read and understood the organization's conflict of interest policies
6. Duty to Update: Statement of obligation to update the declaration if circumstances change
7. Certification: Declaration of truthfulness and completeness of the information provided
8. Signature Block: Space for signature, date, and witness information
1. Public Office Holdings: Section for declaring any public office positions held, required for declarants in public-facing roles or regulated industries
2. Related Party Transactions: Detailed section for business transactions involving family members or related parties, needed for senior executives and board members
3. Research Interests: Section for declaring research activities and funding sources, relevant for academic or research institutions
4. Procurement Involvement: Section for declaring involvement in procurement decisions, required for those in procurement roles
5. Gift and Hospitality Register: Section for declaring received gifts and hospitality, relevant for customer-facing or public service roles
1. Schedule A - Definitions: Detailed definitions of terms used in the form, including what constitutes a conflict of interest
2. Schedule B - Examples of Conflicts: Illustrative examples of common conflict situations to guide declarants
3. Schedule C - Related Party List: Template for listing family members and related parties whose interests need to be disclosed
4. Appendix 1 - Policy Reference: Summary of relevant organizational policies and procedures regarding conflicts of interest
5. Appendix 2 - Declaration Review Process: Overview of how declarations will be reviewed and handled by the organization
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