Privacy Policy

Article 1. Introduction

Pro Visuals Media ("we," "us," "our") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and protect personal data when you visit our website (www.provisualsmedia.nl), contact us, or engage our services.

We process personal data in accordance with the General Data Protection Regulation (GDPR / EU 2016/679), the Dutch Implementation Act (UAVG), and — where applicable — the UK GDPR.

Article 2. Who We Are

Data Controller: Pro Visuals Media Frisselsteinstraat 5, 5461AD Veghel, The Netherlands KvK: 68244010 Email: info@provisualsmedia.nl Phone: +31 6 27 26 96 16

Article 3. What Personal Data We Collect

Depending on your interaction with us, we may collect the following categories of personal data:

3.1 Contact and identification data — Name, company name, job title — Email address, phone number — Postal address (for invoicing and shipping deliverables) — VAT and Chamber of Commerce numbers (for business clients)

3.2 Communication data — Content of emails, messages, and call notes — Project briefs and creative documents

3.3 Production-related data — Names and contact details of crew, talent, and on-screen contributors — Image and video footage in which individuals are recognisable

3.4 Website data — IP address, browser type, device information — Pages visited, time on site, referral source — Cookies and similar tracking technologies (see Article 8)

3.5 Financial data — Bank account details (for payments) — Invoicing and payment history

Article 4. Why We Collect Your Data (Legal Basis)

We process personal data only when we have a lawful basis to do so:

4.1 Performance of a contract — to provide our services, deliver projects, and invoice clients.

4.2 Legitimate interest — to operate and improve our business, communicate with prospects, manage projects, and protect our legal interests.

4.3 Consent — for marketing communications, optional cookies, and use of footage outside the originally agreed scope.

4.4 Legal obligation — to comply with Dutch tax law (e.g. retaining invoices for 7 years) and other statutory requirements.

Article 5. How Long We Keep Your Data

We retain personal data only for as long as necessary for the purposes described in this policy:

— Client contact data: duration of the business relationship plus 2 years — Project files and footage: minimum 12 months after delivery (see Terms & Conditions, Article 9) — Invoices and financial records: 7 years (Dutch fiscal law) — Website analytics: maximum 26 months — Marketing contacts: until you withdraw consent

Article 6. Who We Share Your Data With

We do not sell personal data. We only share data with third parties when necessary for the execution of our services or to comply with the law:

— Freelance crew, talent, and production partners engaged for your project — Post-production specialists, sound studios, and colour graders — Accountants, tax advisors, and our bank — Cloud storage and software providers (e.g. Google Workspace, Squarespace, project management tools) — Authorities, when legally required

All third parties are bound by confidentiality and, where required, data processing agreements pursuant to Article 28 GDPR.

Article 7. International Data Transfers

Where personal data is transferred outside the European Economic Area (e.g. to service providers in the United States or United Kingdom), we ensure adequate safeguards are in place, such as:

— EU Standard Contractual Clauses (SCCs) — UK International Data Transfer Agreement (IDTA) — EU adequacy decisions where applicable

Article 8. Cookies

Our website uses cookies and similar technologies to function properly and to analyse visitor behaviour. We use:

8.1 Functional cookies — necessary for the website to work (no consent required).

8.2 Analytical cookies — to understand how visitors use our site (e.g. Google Analytics, Squarespace analytics).

8.3 Marketing cookies — to measure the effectiveness of campaigns (only with your consent).

You can adjust your cookie preferences via the cookie banner on our website or through your browser settings.

Article 9. Image and Portrait Rights

When individuals appear in productions we deliver:

9.1 Clients are responsible for obtaining valid consent from anyone appearing on camera, in accordance with applicable portrait rights and GDPR.

9.2 Pro Visuals Media may use delivered content for portfolio, showreel, and promotional purposes, but only after the client has made the work public, and provided no objection was raised prior to the engagement.

9.3 Individuals who appear in our work and wish to exercise their rights regarding their image may contact us at info@provisualsmedia.nl.

Article 10. Your Rights

Under the GDPR, you have the right to:

— Access the personal data we hold about you — Rectify inaccurate or incomplete data — Erase your data ("right to be forgotten"), where applicable — Restrict processing of your data — Object to processing based on legitimate interest — Data portability — receive your data in a structured, machine-readable format — Withdraw consent at any time, where consent is the basis of processing

To exercise these rights, contact us at info@provisualsmedia.nl. We will respond within 30 days.

If you believe your rights have been violated, you may file a complaint with the Dutch Data Protection Authority:

Autoriteit Persoonsgegevens P.O. Box 93374, 2509 AJ The Hague, The Netherlands www.autoriteitpersoonsgegevens.nl

UK clients may contact the Information Commissioner's Office (ICO) at www.ico.org.uk.

Article 11. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, unauthorised access, alteration, or disclosure. These measures include:

— Encrypted data storage and transfer — Access control and password protection — Secure backup procedures — Confidentiality agreements with all staff and contractors

Despite our efforts, no method of transmission over the internet is 100% secure. In the event of a data breach, we will notify affected individuals and the relevant authorities in line with GDPR requirements.

Article 12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The most recent version is always available at www.provisualsmedia.nl. Significant changes will be communicated via email or a prominent notice on our website.

Article 13. Contact

Questions about this Privacy Policy or how we handle your personal data?

Pro Visuals Media
Frisselsteinstraat 5, 5461AD Veghel,
The Netherlands
Email: info@provisualsmedia.nl
Phone: +31 6 27 26 96 16

This policy is effective as of 26 May 2026.