Privacy policy.

General

This policy describes how Luminate Productions BV (referred to as "Luminate", "we" or "us") collects and uses your personal data when you interact with us, visit our website, or use our services as a client. It also explains your rights under the EU General Data Protection Regulation (Regulation 2016/679, "GDPR") and Belgian privacy law.

Luminate Productions BV is the data controller responsible for the personal data described in this policy.

Company

Luminate Productions BV

VAT / BTW

BE0431.477.477

Address

Antwerp, Belgium

Website

www.luminate-productions.com

Personal data we collect

We collect personal data directly from you and, in some cases, from publicly available sources or third parties. The categories we collect depend on how you interact with us.

From website visitors

• Technical data: IP address, browser type, device type, operating system, referring URL, pages viewed, time on site.
• Cookie and analytics data (see section 7).

From newsletter subscribers

• Your email address.
• Your first name (if provided).
• Open, click and engagement data via our email platform (HubSpot).

From prospects and people who book a call

• Your name, business email, company name, role.
• Information you share in calendar booking forms or discovery calls.
• Call recordings and transcripts if you consent (recorded via Google Meet and TL;DV).
• Publicly available information from LinkedIn, your company website, or similar sources we use to qualify a potential fit.

From clients

• Contact details of the client's team members involved in our engagement.
• Business information, marketing assets, brand guidelines, analytics and CRM data needed to deliver the contracted services.
• Billing and payment details (handled by our payment processors, not stored by us).
• Meeting recordings, transcripts and notes from working sessions.

From third-party sources

We sometimes receive data about prospects from LinkedIn Sales Navigator, Waalaxy, or other publicly available business directories where you have a professional presence. We only use this data for business outreach within the limits of GDPR.

How we use your data

We process your personal data on the following legal bases and for the following purposes:

To fulfil a contract (Art. 6(1)(b) GDPR)

• Delivering the marketing and sales services you've engaged us for.
• Communicating with you and your team about live projects.
• Producing content, running campaigns, generating reports on your behalf.
• Sending invoices and processing payments.

Legitimate interests (Art. 6(1)(f) GDPR)

• Running our business, including outreach to potential B2B clients matching our ideal client profile.
• Improving our website, services and content.
• Preventing fraud, abuse and unauthorised access to our systems.
• Pursuing legal claims and defending against them.

Consent (Art. 6(1)(a) GDPR)

• Sending our newsletter and marketing emails.
• Setting non-essential cookies (see section 7).
• Recording sales calls or interviews where applicable.

You can withdraw your consent at any time. For the newsletter, every email contains a one-click unsubscribe link.

Legal obligations (Art. 6(1)(c) GDPR)

• Keeping accounting records as required by Belgian tax law.
• Responding to lawful requests from authorities.

Your rights

Under GDPR you have the following rights regarding your personal data:

• Right of access. Request a copy of the personal data we hold about you.
• Right to rectification. Ask us to correct inaccurate or incomplete data.
• Right to erasure. Ask us to delete your data, subject to legal retention obligations.
• Right to restriction. Ask us to pause processing of your data in certain situations.
• Right to data portability. Receive your data in a structured, machine-readable format.
• Right to object. Object to processing based on legitimate interests, including direct marketing.
• Right to withdraw consent. Where processing is based on consent, you can withdraw it at any time.

Right to lodge a complaint

If you believe we have mishandled your personal data, you have the right to lodge a complaint with the Belgian Data Protection Authority:

Authority

Gegevensbeschermingsautoriteit (GBA) / Autorité de protection des données (APD)

Address

Drukpersstraat 35, 1000 Brussels, Belgium

Email

[email protected]

Website

www.dataprotectionauthority.be

Sharing & transfers

We do not sell your personal data. We share it only with the trusted service providers we use to run the business, and only to the extent necessary. Each of these providers acts as a data processor under a data processing agreement.

Transfers outside the EU

Some of our processors are based in the United States or other countries outside the European Economic Area. Where this is the case, transfers are protected by appropriate safeguards under GDPR, including the EU-US Data Privacy Framework and Standard Contractual Clauses.

Other recipients

• Our accountant and tax advisor, for legally required bookkeeping.
• Legal counsel, when needed to pursue or defend legal claims.
• Authorities, when required by Belgian or EU law.
• A buyer or successor, in the event of a sale or restructuring of the business.

Data retention

We keep your personal data only for as long as necessary for the purposes described above, then we delete or anonymise it.

• Newsletter subscribers. Until you unsubscribe, plus 30 days to process your request.
• Prospects we've contacted. Up to 24 months after the last meaningful interaction, then deleted.
• Discovery call notes and recordings. Up to 12 months if no engagement follows, then deleted.
• Client data. For the duration of the engagement plus 5 years (to defend potential legal claims).
• Invoices and accounting records. 7 years, as required by Belgian tax law.
• Website analytics. Aggregated and anonymised after 14 months.

Cookies & tracking

Our website uses cookies and similar technologies to function properly, understand how visitors use the site, and improve the experience.

Categories of cookies we use

• Essential cookies. Required for the site to work. These cannot be disabled.
• Analytics cookies. Help us understand which pages are visited, where visitors come from and how the site performs. Set only with your consent.
• Marketing cookies. Used by HubSpot and our advertising partners to measure campaign effectiveness. Set only with your consent.

You can review and change your cookie preferences at any time via the cookie banner on our site, or by clearing cookies in your browser settings.

Security

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, alteration, disclosure or destruction. This includes:

• Strong passwords and two-factor authentication on all business accounts.
• Access controls limiting who on our team can view what data.
• Encrypted connections (HTTPS) across our website and tools.
• Regular reviews of our software providers' security practices.
• Data processing agreements with all our processors.

No system is 100% secure. If a breach involving your personal data occurs and is likely to result in a risk to your rights, we will notify you and the Belgian Data Protection Authority within 72 hours, as required by GDPR.

Changes to this policy

We may update this policy from time to time to reflect changes in how we process personal data, in our tooling, or in applicable laws. The "Last updated" date at the top of this page shows when the current version became effective.

For material changes, we will notify active clients and newsletter subscribers by email before the changes take effect.

Contact

If you have any questions about this policy, how we handle your data, or how to exercise your rights, get in touch:

Email

[email protected]

Post

Luminate Productions BV, Antwerp, Belgium

Subject line

"Privacy request" (so we route it correctly)