Privacy Policy – Studio Northwest BV

1. Who are we?

This Privacy Policy explains how Studio Northwest BV, with registered office at Van Putlei 4, 2547 Lint, registered in the KBO under company number 0786.207.269 (hereinafter: “Studio Northwest”, “we”), collects, uses and protects personal data.

For questions or requests regarding this statement, you can reach us at hello@studionorthwest.be.

2. What personal data do we process?

We only process personal data necessary for our operations. This may include:
- Identification and contact details: name, surname, phone number, email address, company details, VAT number.
- Contract and invoicing details: bank account number, billing address.
- Online data: IP address, browser and device information, location data (via cookies or analytics – see separate Cookie Policy).
- Project-related data: files, texts, images or other materials provided by the Client for the execution of assignments.

3. Why do we process personal data?

We use personal data only for legitimate purposes, including:
- Preparing, executing and following up on agreements (e.g. branding, web design, web development or AI services).
- Processing payments and invoices.
- Responding to questions via email or contact form.
- Improving our website and services (statistical and analytical purposes).
- Sending relevant updates or information, such as newsletters or marketing communication, only with consent and always with the option to unsubscribe.

Processing is always based on a legal ground: execution of a contract, legal obligation, legitimate interest or consent.

4. With whom do we share data?

Studio Northwest only shares personal data with third parties when necessary:
- With service providers supporting us (e.g. hosting provider, accountant, software suppliers).
- With public authorities if legally required.
- Never for commercial purposes of third parties.

5. AI-specific processing

For certain projects, Studio Northwest may use external AI tools and platforms. This may involve temporary processing of Client-provided data or documents through these systems. We only use reputable providers with reasonable security measures and GDPR-compliant safeguards. The Client remains responsible for the lawfulness of the data they provide.

6. Retention periods

We do not keep personal data longer than necessary:
- Client and project data: up to 10 years after the end of the collaboration (due to legal accounting obligations).
- Contact requests: up to 12 months after handling.
- Marketing data (e.g. newsletters): until unsubscribed.
- Website data (cookies): see Cookie Policy.

7. Security and data breaches

We take appropriate technical and organizational measures to protect personal data against loss, misuse or unauthorized access, such as secured servers, access control and encryption where possible. If, despite these measures, a data breach occurs that poses a risk to your rights and freedoms, we will inform you without undue delay, in line with our obligations under the GDPR.

8. International transfers

We aim to process data within the European Economic Area (EEA). If transfer outside the EEA is necessary (e.g. due to certain software tools), we ensure appropriate safeguards such as the European Commission’s standard contractual clauses.

9. Automated decision-making and profiling

Studio Northwest does not use automated decision-making or profiling that produces legal effects or significantly affects you.

10. Your rights

Under the GDPR you have the following rights:
- Right of access to your data.
- Right to rectification of incorrect data.
- Right to erasure (“right to be forgotten”).
- Right to restriction of processing.
- Right to data portability.
- Right to object to processing, including for direct marketing.

You can exercise these rights by sending a request to hello@studionorthwest.be. We may ask you to provide proof of identity for verification.

11. Complaints

Do you have a complaint about how we process your data? Contact us at hello@studionorthwest.be.

If you are not satisfied with our response, you can lodge a complaint with the Belgian Data Protection Authority (Drukpersstraat 35, 1000 Brussels, www.gegevensbeschermingsautoriteit.be).

12. Changes

We reserve the right to update this Privacy Policy. The most recent version is always available on our website.

Last updated: 01/10/2025