Privacy policy

Article 1 - Purpose and scope

This Privacy Policy (the “Policy”) explains how LAETITIA DELFAR SRL, a Belgian private limited liability company registered with the Crossroads Bank for Enterprises under number 0708.883.918, identified for VAT purposes under number BE 0708.883.918 and having its registered office at Rue Bonaventure 132, 1090 Jette, Belgium, operates under the trade name LD PRODUCTIONS and processes personal data.

It is established in accordance with Regulation (EU) 2016/679 of 27 April 2016 (the “GDPR”) and the Belgian Act of 30 July 2018 on the protection of natural persons with regard to the processing of personal data.

The Policy applies to persons who visit the website accessible at https://www.ld.productions (the “Site”), use its contact form, write or call LD PRODUCTIONS, interact with its social media pages, or enter into a relationship with it in connection with requests, projects, services, partnerships or professional collaborations.

It applies to processing for which the Company determines the purposes and means and therefore acts as data controller. Where it processes data on the documented instructions of a client, it may act as processor; the relevant client then remains responsible for compliance with information obligations, without prejudice to the assistance or information that LD PRODUCTIONS may provide on its behalf in accordance with their agreements.

The Site is a presentation website. It currently does not allow account creation, online ordering or payment, or subscription to a newsletter. The Policy must be updated before activating any new functionality involving additional processing.

Third-party websites, services and social networks accessible from the Site process certain data for their own purposes. Their privacy policies apply to such processing.

Article 2 - Data controller and contact

The data controller is LAETITIA DELFAR SRL.

Any question relating to personal data or request to exercise rights may be sent:

- by email to : info@ld.productions

- by post to : LAETITIA DELFAR SRL, Rue Bonaventure 132, 1090 Jette, Belgium.

Article 3 - Source of data

Depending on the relationship concerned, data may come from:

- directly from the data subject, in particular through the contact form, by email, by telephone, during a meeting or in the course of a project.

- from the organisation for which that person works, or from a client, partner, supplier, artist, service provider or other participant who communicates professional contact details necessary for a project.

- from social networks when the person contacts LD PRODUCTIONS, follows its pages or interacts with a post, within the limits of the information made accessible by the platform and the settings selected.

- automatically when browsing the Site, through connection, diagnostic and security logs managed with technical service providers.

- from clients, partners, authors, photographers, videographers or other contributors who provide content, credits or information intended to present a project.

Where data is not collected directly from the data subject, the Company limits its use to what is necessary for the stated purpose and provides the information required under the conditions laid down by the GDPR, unless a legal exception applies.

Article 4 - Categories of data processed

Depending on the interaction with LD PRODUCTIONS, the following categories may be processed:

identity and contact data: surname, first name, email address, telephone number and postal address where necessary.

professional data: position, company or organisation, professional contact details, sector of activity and role in a project.

data provided in a request: subject and content of the message, stated need, dates, location, budget or project constraints, attachments and history of exchanges.

data relating to the professional relationship: meetings, offers, quotations, contracts, orders placed with suppliers, services, deliverables, invoices, payments, complaints and information necessary for project monitoring.

coordination data: role, availability, schedule, logistical information and access information strictly necessary for the organisation of a project or event.

data relating to projects: name, position, participation or credit, as well as photograph, image, voice or video sequence where a person is identifiable in content presented by the Company.

data from social networks: username, public profile according to selected settings, messages, reactions, comments and other interactions with LD PRODUCTIONS pages.

technical data: IP address, date and time of access, requested resource, browser, operating system, device type, diagnostic data, security logs and strictly necessary technical identifiers.

data relating to rights and disputes: content of a request, information reasonably necessary to verify identity, correspondence and supporting documents useful for establishing, exercising or defending a right.

The Company does not request, through the contact form, sensitive data, identity documents, trade secrets or data concerning a third party that are not necessary.

If a project exceptionally requires the processing of special categories of personal data, appropriate information and safeguards must be put in place before collection.

Information marked as mandatory is necessary to process the request or provide the service concerned. Failure to provide it may prevent LD PRODUCTIONS from responding usefully or continuing the relationship. Other information is optional.

Article 5 - Purposes and legal bases

The Company’s main processing activities are set out below:

Purpose

Data mainly concerned

Legal basis

Respond to requests and organise communications

Identity, contact details, professional data, content of the form or message, attachments and meetings

Pre-contractual measures requested by the person; legitimate interest in responding to professional requests and managing communications with representatives of organisations

Prepare and manage projects, services and professional relationships

Contact details, positions, briefs, offers, quotations, contracts, exchanges, schedules, deliverables and operational monitoring

Performance of a contract or pre-contractual measures where the data subject is themselves a party to the contract or initiated the request; legitimate interest in managing the professional relationship with clients, partners, suppliers and their representatives

Coordinate participants and the logistical aspects of a project or event

Professional identity, role, availability, schedule, access information and necessary logistical data

Performance of the contract or legitimate interest where the Company is the controller; documented instructions from the client where it acts as processor, with the legal basis then falling to the client

Present LD PRODUCTIONS’ projects and expertise

Name, position, participation, credits, photographs, videos, voice and project-related information

Legitimate interest in communicating about the business and its projects; contract or consent where required by the nature of the content, image rights or applicable agreement

Provide, maintain and secure the Site

IP address, timestamp, requested resource, connection data, diagnostics and security data

Legitimate interest in providing a functional Site, preventing abuse and ensuring security; exemption from consent for strictly necessary trackers

Manage social media pages and communications

Username, public profile, messages, comments, reactions and accessible interaction data

Legitimate interest in communicating about the business and responding to interactions; pre-contractual measures depending on the subject of the message

Ensure administrative, accounting and legal management

Professional relationship data, contracts, invoices, payments, correspondence, complaints and evidence

Legal obligations; performance of the contract; legitimate interest in establishing, exercising or defending the Company’s rights

Process requests to exercise rights and demonstrate compliance

Identity, contact details, content of the request, verification information and processing history

Legal obligation; legitimate interest in retaining evidence of the response and compliance

Where processing is based on legitimate interest, the Company balances its interest against the rights and reasonable expectations of data subjects and applies appropriate minimisation measures. A new incompatible purpose will not be implemented without additional information and, where required by law, a new legal basis.

Article 6 - Contact form

The Site includes a contact form allowing a request to be sent to LD PRODUCTIONS. The form fields must be limited to information useful for identifying the sender, contacting them again and understanding their request. Mandatory fields must be clearly indicated.

The data entered is transmitted to persons authorised to handle the request. It must not be used to automatically subscribe the sender to a newsletter or commercial communications. If such subscription is offered at a later date, it must be subject to a separate, free and documented choice where consent is required.

The sender should attach only necessary documents and ensure that they may lawfully transmit data relating to other persons. Where confidential or sensitive information is involved, they are advised to request an appropriate transmission channel beforehand.

Article 7 - Data relating to projects and events

To manage its own professional relationships and coordinate a project, the Company generally acts as controller for the contact details of its correspondents, communications, contracts, invoicing and logistical information that it determines itself.

Where the Company processes data on behalf of a client who determines the purposes and means, it acts as processor. It then processes the data on documented instructions, applies the agreed measures and assists the client in complying with its obligations, in accordance with a contract meeting the requirements of Article 28 of the GDPR.

A person whose data is processed exclusively on behalf of a client should in principle exercise their rights with that client. LD PRODUCTIONS forwards the request to the relevant client or assists it in accordance with their agreements, without prejudice to processing for which it remains controller itself.

Article 8 - Photographs, videos and image rights

The Site presents projects that may include photographs, videos, names, positions or credits relating to clients, artists, participants, partners and other identifiable persons. The Company processes this data to present its projects and expertise, within the limits of the rights and authorisations available to it.

The applicable legal basis depends on the context, the person’s role, their reasonable expectations, the contracts concluded and the authorisations required under image rights or intellectual property law. The presence of content on the Site does not permit its reuse by a third party.

Anyone who believes that content concerning them is inaccurate, excessive or published without a sufficient legal basis may write to info@ld.productions, clearly identifying the content and their request. The Company will conduct an individual review taking into account the person’s rights, applicable authorisations and its legitimate interests.

Article 9 - Recipients and service providers

On a need-to-know basis, data may be accessible to:

the Company’s directors, employees and authorised persons responsible for relationships with prospects, clients, partners and service providers, production, administration, accounting, security and compliance.

clients, partners, venues, artists, agencies and service providers participating in the project, only where communication is necessary for coordination or performance of the assignment.

service providers responsible for hosting, deployment, media distribution, maintenance, security, contact forms, messaging, telecommunications, storage or collaborative tools.

social media platforms for processing they carry out in connection with their services.

accountants, legal advisers, insurers, auditors and other professionals subject to a duty of confidentiality.

administrative or judicial authorities and authorised bodies where a legal provision, lawful request or defence of a right so requires.

a potential purchaser, investor or successor in connection with a transaction concerning the business, subject to appropriate safeguards and the required information.

Service providers acting on behalf of the Company must be selected and supervised in accordance with Article 28 of the GDPR. Recipients who determine their own purposes, including certain social networks or professional advisers, act as separate data controllers.

Article 10 - Transfers outside the European Economic Area

The Company favours processing within the European Economic Area (the “EEA”). However, certain technical service providers or social networks may process data in a country outside the EEA.

Where such a transfer is implemented, it must be based on a mechanism recognised by the GDPR, including a European Commission adequacy decision, standard contractual clauses adopted by it, accompanied by additional measures where necessary, or another legally valid mechanism.

Additional information on transfers actually carried out and the applicable safeguards may be requested from info@ld.productions, subject to confidential or protected information.

Hosting of the Site involves the processing of certain technical data by Vercel Inc. in the United States.

Article 11 - Retention periods

The Company retains data only for the period necessary for the relevant purpose, plus, where applicable, periods imposed by law or necessary to establish and defend its rights.

At the end of the relevant period, data is deleted, anonymised or placed in intermediate archiving with restricted access.

Processing or category

Retention period or criterion

Requests received by form, email or telephone and prospects without a contractual relationship

During processing of the request, then generally up to three years from the last active contact, unless objected to or a longer retention period is necessary as evidence.

Relationships with clients, partners, suppliers and participants

During the relationship and project, then for the period necessary to evidence commitments and defend rights, generally up to ten years after the end of the relationship or closure of the project, unless a different period applies.

Invoices, accounting records and tax documents

Ten years from the relevant taxable period or financial year, in accordance with applicable Belgian rules.

Photographs, videos, credits and project content

During publication and for as long as communication remains relevant and compliant with applicable rights and authorisations. Elements necessary to evidence rights may be archived for the relevant limitation period.

Technical logs and security data

For a period proportionate to diagnostic and security needs, generally no more than twelve months, unless an incident, fraud, legal obligation or dispute justifies longer retention.

Messages and interactions on social networks

During processing of the request and, where they have professional relevance, up to three years from the last active contact, without prejudice to the platform’s own retention periods.

Requests to exercise rights

During processing of the request and then, in intermediate archiving, generally five years from its closure in order to demonstrate the response provided.

Complaints, disputes and requests from authorities

For the duration of the case, plus applicable limitation, appeal and legally required retention periods.

Backups are purged according to the cycle applicable to the relevant tool. Where immediate deletion from an isolated backup is not technically possible, the data is not restored to production and disappears during the next rotation cycle, unless otherwise required.

Article 12 - Social media and third-party services

LD PRODUCTIONS has pages on Instagram and LinkedIn. When you visit these pages, interact with a post or send a message, the relevant platform also processes data in accordance with its own terms and privacy policies.

The Company uses accessible information to respond to messages and comments, manage its pages and communicate about its business. If it uses page statistics, advertising features or other tools offered by a platform, joint controllership may exist for the relevant processing within the limits defined by that platform and applicable law.

The links on the Site lead to third-party services. LD PRODUCTIONS does not determine the processing carried out by these services for their own purposes.

Article 13 - Cookies and similar technologies

A cookie or tracker is information that may be read or stored on a device when visiting the Site. These technologies may be necessary for the transmission of communications, security or provision of a requested functionality.

Strictly necessary trackers may be used without consent where they meet the legal conditions. They must nevertheless be subject to clear information and remain limited to what is necessary.

No non-strictly necessary tracker, including non-exempt audience measurement, advertising or social integration trackers, may be placed or read before the user has received the required information and given valid consent. Refusal must be as simple as acceptance and may not block functionalities that do not depend on the refused tracker.

If such trackers are used, a separate cookie policy or permanent module must identify their provider, purpose, duration, recipients and any transfers, and allow choices to be changed at any time.

Article 14 - Security and personal data breaches

The Company implements appropriate technical and organisational measures having regard to the nature of the data, the purposes and the risks. These include in particular limiting access to persons who need it, supervising service providers, protecting communications and technical environments, as well as appropriate backup and incident-management procedures.

Anyone who suspects unauthorised use of their data or a vulnerability in the Site may write to info@ld.productions, without publicly disclosing details of the incident.

In the event of a personal data breach, the Company assesses the risk and, where required by the GDPR, notifies the Data Protection Authority and informs the persons concerned.

Article 15 - Data subject rights

Under the conditions and limits provided for by the GDPR, every data subject has:

the right of access to their data and information relating to its processing.

the right to rectification of inaccurate data and completion of incomplete data.

the right to erasure where the legal conditions are met, subject in particular to retention obligations and the defence of rights.

the right to restriction of processing in the cases provided for by the GDPR.

the right to object, on grounds relating to their particular situation, to processing based on legitimate interest; an objection to any direct marketing may be exercised at any time and without giving reasons.

the right to data portability for data provided where the processing is automated and based on consent or a contract.

the right to withdraw consent at any time where processing is based on it, without affecting processing carried out before withdrawal.

the right to lodge a complaint with a supervisory authority.

Rights may be exercised by email at info@ld.productions or by post at the address indicated in Article 2, specifying the request and the data concerned. The Company may request additional information reasonably necessary to verify identity in case of doubt. A copy of an identity document is requested only where a less intrusive verification is insufficient and must be limited to the information required.

The Company generally responds within one month of receiving the request. This period may be extended by two months due to the complexity or number of requests; the person is then informed within the first month. The exercise of rights is free of charge, except in the case of a request that is manifestly unfounded or excessive under the conditions provided for by the GDPR.

A complaint may be lodged with the Data Protection Authority using the following contact details:

Postal address: Rue de la Presse 35, 1000 Brussels, Belgium;

Email address: contact@apd-gba.be

Website: https://www.autoriteprotectiondonnees.be

The person may also contact the supervisory authority of their habitual place of residence, place of work or the place where the infringement allegedly occurred, where the conditions are met.

Article 16 - Automated decision-making and artificial intelligence tools

The Company does not, through the Site or the contact form, make any decision based exclusively on automated processing that would produce legal effects or similarly significantly affect a person within the meaning of Article 22 of the GDPR.

The possible use of an artificial intelligence tool in connection with a project does not relieve the Company of determining its role, the legal basis, the data that may be transmitted, the recipients, the transfers and the necessary safeguards. Specific information must be provided where the nature of the processing so requires.

Article 17 - Data concerning minors

The Site is primarily aimed at a professional audience and is not designed to directly collect data from minors. A minor must not use the form to transmit data without the involvement of their legal representative where required.

When a project or content relating to an event involves minors, the relevant data controller must put in place appropriate information, a legal basis and authorisations before collecting or disseminating their data or image.

Article 18 - Changes to the Policy

The Company may amend the Policy to take account of changes to its activities, the Site, the form, its service providers or regulations. The date of the last update appears at the beginning of the document.

Where an amendment substantially affects the conditions of processing or the rights of individuals, appropriate information is provided before it enters into force where required by law. An amendment to the Policy does not constitute consent to a new purpose where consent must be obtained.