GDPR / Privacy Policy
Last updated: 02 June 2026
Fotosound BV respects your privacy and is committed to protecting your personal data in accordance with the General Data Protection Regulation (EU) 2016/679, known as the GDPR.
This privacy policy explains how we collect, use, store and protect personal data when you visit this website, contact us, work with us, or use our services.
1. Data controller
The data controller responsible for the processing of personal data is:
Fotosound BV
VAT: BE 0894 604 076
24 rue du chemin de fer
7780 Comines
Belgium
Email: [email protected]
2. Personal data we may collect
Depending on how you interact with us, we may collect and process the following personal data:
- Name and surname
- Company or organisation name
- Email address
- Telephone number
- Postal address or billing address
- VAT number or invoicing information
- Project, assignment or delivery information
- Messages sent through email, contact forms or other communication channels
- Technical information such as IP address, browser type, device information, pages visited and date/time of visit
- Cookie and analytics data, where applicable
- Image, video, sound or project-related files when required for a professional assignment
We only collect personal data that is necessary for the purposes described in this policy.
3. Why we process personal data
We may process personal data for the following purposes:
- To respond to enquiries and messages
- To prepare quotations, proposals and contracts
- To perform photography, image, sound, production or related professional services
- To manage projects and client communication
- To deliver files, images, documents or other work results
- To issue invoices and manage accounting obligations
- To maintain business records
- To improve the website and understand how visitors use it
- To secure the website, systems and data
- To comply with legal, accounting and tax obligations
- To protect our legitimate business interests, including the establishment, exercise or defence of legal claims
4. Legal bases for processing
We process personal data only where we have a lawful basis under the GDPR. Depending on the situation, this may include:
- Contractual necessity: when processing is required to prepare, enter into or perform a contract with you.
- Legal obligation: when processing is necessary to comply with accounting, tax or other legal obligations.
- Legitimate interests: when processing is necessary for the normal operation, security and development of our business, provided your rights and freedoms do not override those interests.
- Consent: when you have given clear consent, for example for certain cookies, newsletters or optional communications, where applicable.
Where processing is based on consent, you may withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.
5. Cookies and analytics
This website may use cookies or similar technologies to ensure the website functions correctly, improve user experience, secure the website and, where enabled, measure website traffic.
Essential cookies are used where necessary for the operation of the website. Optional analytics or marketing cookies, if used, will only be used in accordance with applicable consent requirements.
You can manage or disable cookies through your browser settings. Some parts of the website may not function correctly if essential cookies are disabled.
6. Sharing personal data
We do not sell your personal data.
We may share personal data only where necessary with trusted service providers or professional partners, such as:
- Hosting providers
- Email and communication providers
- Cloud storage or file delivery providers
- IT maintenance or security providers
- Accounting, legal or administrative service providers
- Payment or invoicing service providers, where applicable
These parties may only process personal data as required to provide their services and must protect it appropriately.
We may also disclose personal data where required by law, regulation, court order or competent public authority.
7. International transfers
Where possible, we use service providers located in the European Economic Area.
If personal data is transferred outside the European Economic Area, we will ensure that appropriate safeguards are in place, such as an adequacy decision by the European Commission, standard contractual clauses or other legally recognised transfer mechanisms.
8. Data retention
We keep personal data only for as long as necessary for the purposes for which it was collected.
Retention periods may vary depending on the type of data and the legal or business reason for keeping it. For example:
- Enquiries and general communication may be kept for as long as necessary to respond and manage the relationship.
- Contract, project and delivery information may be kept for the duration of the professional relationship and for a reasonable period afterwards.
- Accounting and invoicing data is retained in accordance with applicable Belgian legal and tax obligations.
- Technical logs may be kept for a limited period for security and maintenance purposes.
- Data processed on the basis of consent is kept until consent is withdrawn or the data is no longer necessary.
When personal data is no longer needed, it will be deleted or anonymised where reasonably possible.
9. Security
We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration or disclosure.
These measures may include secure hosting, access controls, password protection, backups, software updates and restricted access to personal data.
However, no method of transmission or storage is completely secure. We therefore cannot guarantee absolute security, but we make reasonable efforts to protect your data.
10. Your GDPR rights
Under the GDPR, you have rights regarding your personal data. These may include:
- The right to be informed about how your data is processed
- The right of access to your personal data
- The right to rectification of inaccurate or incomplete data
- The right to erasure, also known as the right to be forgotten
- The right to restriction of processing
- The right to data portability, where applicable
- The right to object to certain processing
- The right to withdraw consent where processing is based on consent
- Rights relating to automated decision-making and profiling, where applicable
These rights are recognised under the GDPR and allow individuals to have more control over their personal data. [oai_citation:1‡GDPR.eu](https://gdpr.eu/what-is-gdpr)
11. How to exercise your rights
To exercise your rights, please contact us at:
[email protected]
We may ask you to provide information to confirm your identity before responding to your request.
We will respond to your request in accordance with the time limits required by applicable data protection law.
12. Complaints
If you believe that your personal data has not been processed correctly, you may contact us first so we can try to resolve the issue.
You also have the right to lodge a complaint with the competent data protection authority.
For Belgium, this is:
Data Protection Authority / Autorité de protection des données / Gegevensbeschermingsautoriteit
Website: https://www.dataprotectionauthority.be
13. Links to other websites
This website may contain links to external websites. We are not responsible for the privacy practices, security or content of external websites. We recommend that you read the privacy policy of any external website you visit.
14. Updates to this policy
We may update this privacy policy from time to time to reflect changes in our services, website, legal obligations or data processing practices.
The latest version will always be available on this page.
Fotosound BV respects your privacy and is committed to protecting your personal data in accordance with the General Data Protection Regulation (EU) 2016/679, known as the GDPR.
This privacy policy explains how we collect, use, store and protect personal data when you visit this website, contact us, work with us, or use our services.
1. Data controller
The data controller responsible for the processing of personal data is:
Fotosound BV
VAT: BE 0894 604 076
24 rue du chemin de fer
7780 Comines
Belgium
Email: [email protected]
2. Personal data we may collect
Depending on how you interact with us, we may collect and process the following personal data:
- Name and surname
- Company or organisation name
- Email address
- Telephone number
- Postal address or billing address
- VAT number or invoicing information
- Project, assignment or delivery information
- Messages sent through email, contact forms or other communication channels
- Technical information such as IP address, browser type, device information, pages visited and date/time of visit
- Cookie and analytics data, where applicable
- Image, video, sound or project-related files when required for a professional assignment
We only collect personal data that is necessary for the purposes described in this policy.
3. Why we process personal data
We may process personal data for the following purposes:
- To respond to enquiries and messages
- To prepare quotations, proposals and contracts
- To perform photography, image, sound, production or related professional services
- To manage projects and client communication
- To deliver files, images, documents or other work results
- To issue invoices and manage accounting obligations
- To maintain business records
- To improve the website and understand how visitors use it
- To secure the website, systems and data
- To comply with legal, accounting and tax obligations
- To protect our legitimate business interests, including the establishment, exercise or defence of legal claims
4. Legal bases for processing
We process personal data only where we have a lawful basis under the GDPR. Depending on the situation, this may include:
- Contractual necessity: when processing is required to prepare, enter into or perform a contract with you.
- Legal obligation: when processing is necessary to comply with accounting, tax or other legal obligations.
- Legitimate interests: when processing is necessary for the normal operation, security and development of our business, provided your rights and freedoms do not override those interests.
- Consent: when you have given clear consent, for example for certain cookies, newsletters or optional communications, where applicable.
Where processing is based on consent, you may withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.
5. Cookies and analytics
This website may use cookies or similar technologies to ensure the website functions correctly, improve user experience, secure the website and, where enabled, measure website traffic.
Essential cookies are used where necessary for the operation of the website. Optional analytics or marketing cookies, if used, will only be used in accordance with applicable consent requirements.
You can manage or disable cookies through your browser settings. Some parts of the website may not function correctly if essential cookies are disabled.
6. Sharing personal data
We do not sell your personal data.
We may share personal data only where necessary with trusted service providers or professional partners, such as:
- Hosting providers
- Email and communication providers
- Cloud storage or file delivery providers
- IT maintenance or security providers
- Accounting, legal or administrative service providers
- Payment or invoicing service providers, where applicable
These parties may only process personal data as required to provide their services and must protect it appropriately.
We may also disclose personal data where required by law, regulation, court order or competent public authority.
7. International transfers
Where possible, we use service providers located in the European Economic Area.
If personal data is transferred outside the European Economic Area, we will ensure that appropriate safeguards are in place, such as an adequacy decision by the European Commission, standard contractual clauses or other legally recognised transfer mechanisms.
8. Data retention
We keep personal data only for as long as necessary for the purposes for which it was collected.
Retention periods may vary depending on the type of data and the legal or business reason for keeping it. For example:
- Enquiries and general communication may be kept for as long as necessary to respond and manage the relationship.
- Contract, project and delivery information may be kept for the duration of the professional relationship and for a reasonable period afterwards.
- Accounting and invoicing data is retained in accordance with applicable Belgian legal and tax obligations.
- Technical logs may be kept for a limited period for security and maintenance purposes.
- Data processed on the basis of consent is kept until consent is withdrawn or the data is no longer necessary.
When personal data is no longer needed, it will be deleted or anonymised where reasonably possible.
9. Security
We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration or disclosure.
These measures may include secure hosting, access controls, password protection, backups, software updates and restricted access to personal data.
However, no method of transmission or storage is completely secure. We therefore cannot guarantee absolute security, but we make reasonable efforts to protect your data.
10. Your GDPR rights
Under the GDPR, you have rights regarding your personal data. These may include:
- The right to be informed about how your data is processed
- The right of access to your personal data
- The right to rectification of inaccurate or incomplete data
- The right to erasure, also known as the right to be forgotten
- The right to restriction of processing
- The right to data portability, where applicable
- The right to object to certain processing
- The right to withdraw consent where processing is based on consent
- Rights relating to automated decision-making and profiling, where applicable
These rights are recognised under the GDPR and allow individuals to have more control over their personal data. [oai_citation:1‡GDPR.eu](https://gdpr.eu/what-is-gdpr)
11. How to exercise your rights
To exercise your rights, please contact us at:
[email protected]
We may ask you to provide information to confirm your identity before responding to your request.
We will respond to your request in accordance with the time limits required by applicable data protection law.
12. Complaints
If you believe that your personal data has not been processed correctly, you may contact us first so we can try to resolve the issue.
You also have the right to lodge a complaint with the competent data protection authority.
For Belgium, this is:
Data Protection Authority / Autorité de protection des données / Gegevensbeschermingsautoriteit
Website: https://www.dataprotectionauthority.be
13. Links to other websites
This website may contain links to external websites. We are not responsible for the privacy practices, security or content of external websites. We recommend that you read the privacy policy of any external website you visit.
14. Updates to this policy
We may update this privacy policy from time to time to reflect changes in our services, website, legal obligations or data processing practices.
The latest version will always be available on this page.