Privacy Policy

The purpose of this policy is to inform you how we use your personal data and which rights you have in relation to it. We are committed to respecting the privacy of our (prospective) clients, suppliers, business partners, job applicants and website visitors. We process your personal data in accordance with the EU General Data Protection Regulation (GDPR, Regulation 2016/679) and the Belgian Act of 30 July 2018 on the protection of natural persons with regard to the processing of personal data.

1. Who is responsible

OlbrechtsMedia BV, Hendrik Consciencestraat 5/Bus 5/0301, 2800 Mechelen, Belgium, is the controller responsible for the personal data within the scope of this policy. Company number / VAT: BE1028.066.277, RPR Antwerpen, afdeling Mechelen. For any questions about this policy or your personal data, please contact us at: Email: contact@olbrechtsmedia.com · Phone: +32 499 91 88 00.

2. What data we collect

• Contact data you send us by email, phone or social media: name, company, email address, phone number and the content of your message.
• Call bookings made via our Google Calendar booking page: name, email and the time slot you choose.
• Job applications: CV, reel, portfolio links and any information you choose to share, or information we receive about you from recruitment agencies for recruitment purposes.
• Client and project data: contact details and billing information needed to deliver and invoice our services.
• Prospect data: name, job title, company and professional contact details of people we believe may be interested in our services, collected from public professional sources such as LinkedIn and company websites. See section 3a.
• Call recordings and notes: with your knowledge, we may record and transcribe video calls to prepare quotes and productions accurately.
• Film and photo footage: images and voice of people we film for client productions.
• Technical data: IP address, browser type and pages requested, processed by our hosting provider and, if you accept functional cookies, by embedded video players (see our Cookie Policy).
• The data categories listed above may also be used, where relevant, for the purposes described in section 3 below.

Providing some personal data is necessary for us to work with you. If you do not provide this data, we may not be able to carry out the project, invoice our services, or include you in the relevant production.

3. Why and on what legal basis

The use of personal data must be justified under a legal ground. The overview below is limited to the legal grounds most relevant to us.

• Answering your questions and preparing quotes: steps prior to a contract / legitimate interest.
• Carrying out and invoicing productions: performance of a contract.
• Keeping accounting and tax records: legal obligation.
• Reviewing job applications: steps prior to a contract.
• Running and securing the website: legitimate interest.
• Contacting potential clients about our services and direct marketing: legitimate interest or consent.
• Recording and transcribing calls: consent. You can ask us not to record at any time.
• Loading embedded videos that place cookies: your consent.
• Operating and managing our business processes and IT infrastructure: legitimate interest.
• Carrying out business development activities: legitimate interest.
• In the context of a (potential) corporate transaction, such as a merger, sale or change of control: legitimate interest.
• Preventing, detecting and investigating fraudulent or criminal activities: legitimate interest or legal obligation.
• Establishing, exercising or defending our legal rights, and protecting the rights of third parties: legitimate interest.
• Complying with applicable laws and regulations, court orders or requests from an authority: legal obligation.
• Any other purpose communicated to you in accordance with applicable data protection law: as specified at the time.

3a. Business prospecting

We sometimes contact professionals via LinkedIn whose details we found in public professional sources, such as LinkedIn or a company website, to introduce our services. We only use business contact details and only contact people whose role relates to video, marketing, communication or events. If we contact you this way, you can tell us to stop at any time by replying or emailing contact@olbrechtsmedia.com, and we will delete your details and not contact you again.

4. Who we share data with

We only share your data with parties that help us operate, under appropriate agreements: IT providers, freelance crew and editors working on your production, our website hosting provider, Google (email, calendar booking, cloud storage), Vimeo and YouTube (video players), our invoicing, project management and call recording software, our accountant, professional advisors, lawyers, insurance companies, financial institutions, and authorities where the law requires it. Some providers may process data outside the European Economic Area. In that case, transfers rely on an EU adequacy decision (such as the EU-US Data Privacy Framework), Standard Contractual Clauses or any other appropriate safeguard in line with the GDPR. Please contact us at contact@olbrechtsmedia.com if you would like to receive more information about the safeguards applied to such a transfer.

5. How long we keep it

• Enquiries that do not lead to a project: up to 2 years after our last contact.
• Client and invoicing data: 7 years, as required by Belgian accounting and tax law.
• Job applications: deleted once the recruitment procedure ends. With your consent, we keep your application for up to 1 year for future vacancies.
• Website server logs: kept by our hosting provider for a limited period for security purposes.
• Prospect data: up to 2 years after our last contact.
• Raw footage: kept for up to 5 years after delivery so we can support re-edits, unless the client agreement says otherwise. Signed image-rights forms are kept for as long as the film is in use.

In all cases, we do not keep your personal data for longer than is necessary for the purpose for which it was collected, unless a longer period is required or permitted by law.

6. Your rights

If and to the extent provided under applicable European and Belgian data protection law (which contains various exemptions), you have the right to obtain information on the personal data processed, to access, rectify or erase your data, to restrict or object to processing, to data portability, and to withdraw consent at any time. Email contact@olbrechtsmedia.com and we will respond within one month unless exceptions apply. We may not be able to meet your request if we cannot identify you in our datasets. If we cannot identify you, we may request appropriate additional information from you before we can handle your request. If we believe that we are not legally required to meet your request, we will explain this to you in our reply.

Right to object: where we process your data based on our legitimate interest, including business prospecting, you can object at any time. For direct marketing we will always stop.

You may also lodge a complaint with the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données), Drukpersstraat 35, 1000 Brussels, www.dataprotectionauthority.be.

We do not use automated decision-making or profiling. We will not process your personal data for a purpose other than the one for which it was collected, unless that further processing is compatible with the original purpose or we have another valid legal basis. Where required by law, we will inform you of any such further processing before it takes place.

7. Security

We take appropriate technical and organisational measures to protect your data, including encrypted (HTTPS) connections, restricted access to our files, secured storage, and data processing agreements with the third parties who process data on our behalf.

8. Changes

We may update this policy. The latest version is always published on this page. This policy (version 1.0) was last updated on 2 October 2026.