Privacy Policy

This policy explains how we handle personal data when you visit olbrechtsmedia.com or contact us. We comply 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. Company number / VAT: BE1028.066.277, RPR Antwerpen, afdeling Mechelen. 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. This is processed by Google as described in its own privacy policy.
• Job applications: CV, reel, portfolio links and any information you choose to share.
• 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. See section 4.
• Technical data: IP address, browser type and pages requested, processed by our hosting provider and, if you accept cookies, by embedded video players (see our Cookie Policy).

We do not use analytics or advertising trackers on this website.

3. Why and on what legal basis

• Answering your questions and preparing quotes: steps prior to a contract / legitimate interest (Art. 6.1(b) and (f) GDPR).
• Carrying out and invoicing productions: performance of a contract (Art. 6.1(b)).
• Keeping accounting and tax records: legal obligation (Art. 6.1(c)).
• Reviewing job applications: steps prior to a contract (Art. 6.1(b)).
• Running and securing the website: legitimate interest (Art. 6.1(f)).
• Contacting potential clients about our services: legitimate interest (Art. 6.1(f)).
• Recording and transcribing calls: legitimate interest (Art. 6.1(f)). You can ask us not to record at any time.
• Loading embedded videos that place cookies: your consent (Art. 6.1(a)).

3a. Business prospecting

We sometimes contact professionals 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. We keep prospect data for up to 2 years after our last contact.

4. People on camera

When we film people for client productions, we obtain the necessary image-rights consent in line with Belgian image rights (Art. XI.174 Code of Economic Law) and the GDPR, usually arranged together with the client commissioning the film.

Raw footage is 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. Final films are owned and published by the client, who is responsible for their use after delivery.

5. Who we share data with

We never sell your data. We only share it with parties that help us operate, under appropriate agreements: 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, 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) or Standard Contractual Clauses.

6. 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.

7. Your rights

You have the right 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.

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.

8. Security

We take appropriate technical and organisational measures to protect your data, including encrypted (HTTPS) connections and restricted access to our files.

9. Changes

We may update this policy. The latest version is always published on this page.