Privacy Policy

At Media Facilities, we are committed to protecting your personal data and respecting your privacy. This privacy policy outlines how we handle personal data in accordance with relevant data protection laws. We process personal data in various contexts, including but not limited to the following activities:  

• Website Visits: when you visit our website, we collect certain personal data to enhance your browsing experience and for analytical purposes;
• Communication: We process personal data whenever you contact us through our website, via email, or over the telephone. This includes your contact information and any other details you provide to us during our communication;
• Contractual engagements: When you enter into a contract with us, we process personal data necessary to fulfill our contractual obligations. This includes, but is not limited to, contracting your, processing your financial information, and managing the scope of the services we provide, such as digital storytelling or media production, which may involve filming and recording
• Service Provision: In the course of providing our services, we may process additional personal data relevant to the specific project or service, ensuring compliance with your expectations and our professional standards;
• Marketing and Updates: With you consent, we may use your personal data to send you updates, newsletters, and promotional materials related to our services and activities;
• Legal compliance: We may also process personal data to comply with legal obligations, protect our rights, and address any disputes that may arise.

By engaging with Media Facilities, and agreeing to this privacy policy, you agree to the collection and use of your personal data as described in this policy. We are committed to safeguarding your information and ensuring transparency in our data processing activities. For more detailed information about how we handle personal data, please refer to the subsequent sections of our Privacy Policy.

1. Principles

We adhere to the principles imposed by the GDPR during the processing of personal data.  

• Lawfulness, Fairness, and Transparency: We process personal data lawfully, fairly, and in a transparent manner. We provide clear and transparent information about how we use personal data, ensuring that individuals are fully informed about data processing activities. This privacy policy will be kept up-to-date, and you will be made aware of important changes.
• Purpose Limitation: Personal data is collected for specified, explicit, and legitimate purposes and not further processed in a manner that is incompatible with those purposes. We ensure that the data collected is relevant and limited to what is necessary in relation to the purposes for which it is processed.
• Data Minimization: We only collect personal data that is adequate, relevant, and limited to what is necessary for the intended purposes. We regularly review our data collection practices to ensure that we do not retain unnecessary information.
• Accuracy: We take all reasonable steps to ensure that personal data is accurate and kept up to date. Inaccurate data is rectified or erased without delay.
• Storage Limitation: We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, or as required by law. Once the data is no longer needed, we securely delete it.
• Integrity and Confidentiality: We process personal data in a manner that ensures appropriate security, including protection against unauthorized or unlawful processing, accidental loss, destruction, or damage. We implement robust security measures to safeguard personal data.
• Accountability: We are responsible for, and can demonstrate compliance with, the GDPR principles. We maintain comprehensive records of our data processing activities and regularly review and update our data protection practices.

By adhering to these GDPR principles, Media Facilities ensures that your personal data is handled with the utmost care and respect, in line with the highest standards of data protection and privacy. For more detailed information about our GDPR compliance and data protection measures, please refer to the subsequent sections of our Privacy Policy. 

2. Legal basis - Processing Activity

In order to process data, one must be able to base this on a legal basis in accordance with Article 6 GDPR. There are six possible grounds, out of which we use the following; 

2.1 Visiting Website

This includes data such as IP addresses, browser types, operating systems, device information, browsing behavior, and cookies. 

• Purpose
  • The primary purposes of processing personal data for website visits include enhancing user experience, analyzing website traffic, improving website functionality, ensuring security, and delivering personalized content and advertisements.
• Legal basis
  • Consent for the processing activities and tracking technologies uased for analytics, personalization, and advertising and/or legitimate interests for essential cookies and processing activities necessary to ensure website functionality and security.
• Retention period
  • See our cookie policy at https://mf.be/cookies
  • Security logs are retained for up to 12 months to ensure website security and investigate any incidents.

2.2 Contact 

Marketing specific services

• Purpose
  • Marketing specific services
• Legal basis
  • Legal interest
• Retention period
  • Three years after last commercial contact

Marketing through a newsletter

• Purpose
  • Marketing through a newsletter
• Legal basis
  • Consent
• Retention period
  • Until consent is revoked, or ten years after the last commercial contact

2.3 Contract

This includes data such as names, contact information, payment details, and any other relevant information required to deliver the contracted services, such as digital storytelling or media production. 

• Purpose
  • Fulfilling our contractual obligations, execute our contractual obligations, provide the agreed-upon services, manage customer relationships, communicate with clients, and handle payments and invoices.
• Legal basis
  • Necessity for the performance of a contract.
• Retention period
  • Contractual data: retained for the duration of the contract and for up to 7 years after the contract ends to comply with legal obligations, such as accounting and taxation laws.
  • Communication records: retained for up to 7 years after the contract ends to address any post-contractual disputes or issues.  Payment records: up to 7 years.

2.4 Legal and regulatory obligations related to accounting, taxation, and financial reporting

This includes data such as names, contact details, payment information, transaction records, and any other information required for financial compliance.

• Purpose
  • To comply with legal and regulatory requirements related to accounting and financial reporting. This ensures that the organization adheres to relevant laws and regulations, including those related to tax filings, financial audits, and statutory reporting.
• Legal basis
  • Compliance with a legal obligation
• Retention period
  • Personal data processed for legal compliance purposes will be retained for as long as required by applicable laws and regulations. Typically, this period is determined by national accounting and tax legislation, which often mandates a retention period of up to 10 years after the end of the fiscal year to which the records relate. However, this period may vary depending on specific legal requirements in different jurisdictions.

3. Technical and organizational measures

To uphold the principle of integrity and confidentiality, we implement a range of technical and organizational measures designed to protect personal data against unauthorized access, unlawful processing, accidental loss, destruction, or damage. 

4. Your rights

As a data subject, you have several rights under the General Data Protection Regulation (GDPR) regarding the personal data we process. Media Facilities is committed to ensuring that your rights are respected and that you can exercise them easily. These rights include:

• Right to Access: You have the right to request access to the personal data we hold about you and to receive information about how we process it.
• Right to Rectification: If any of your personal data is inaccurate or incomplete, you have the right to request its correction or completion.
• Right to Erasure: Also known as the 'right to be forgotten,' you can request the deletion of your personal data under certain circumstances, such as when the data is no longer necessary for the purposes for which it was collected.
• Right to Restriction of Processing: You have the right to request that we restrict the processing of your personal data under certain conditions, such as if you contest the accuracy of the data or if the processing is unlawful.
• Right to Data Portability: You can request a copy of your personal data in a structured, commonly used, and machine-readable format, and you have the right to transmit this data to another controller where technically feasible.
• Right to Object: You have the right to object to the processing of your personal data based on legitimate interests, direct marketing purposes, or processing for research or statistical purposes.
• Right to Withdraw Consent: If you have given consent for the processing of your personal data, you have the right to withdraw this consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.
• Right to Lodge a Complaint: If you believe that we have infringed your rights under the GDPR, you have the right to lodge a complaint with a supervisory authority, particularly in the Member State of your habitual residence, place of work, or place of the alleged infringement.

Exercising Your Rights:

To exercise any of these rights, please contact us at info@mf.be, providing sufficient information to verify your identity and the specifics of your request. We will respond to your request within one month of receipt, in accordance with GDPR requirements. In some cases, we may need to extend this period by an additional two months, but we will inform you of any such extension and the reasons for the delay.

We are committed to protecting your privacy and ensuring that you can exercise your rights effectively. For more detailed information about your rights and how we handle your personal data, please refer to the subsequent sections of our Privacy Policy.

5. Complaints

If you believe that your rights under the GDPR have been infringed by Media Facilities, you have the right to lodge a complaint with a national data protection authority. We are committed to resolving any concerns you may have regarding our processing of your personal data, but you also have the option to seek assistance from a supervisory authority.

• You can lodge a complaint with the Belgian Data Protection Authority through the following link
  • https://www.gegevensbeschermingsautoriteit.be/burger/acties/klacht-indienen
• You can also reach the authority via:
  • contact@apd-gba.be
  • +32 (0)2 274 48 00
  • +32 (0)2 274 48 35
  • Drukpersstraat 35, 1000 Brussel

6. Contact Media Facilities

For further questions or remarks regarding our Privacy Policy, feel free to reach out through info@mf.be