Privacy policy

Your privacy is important to us. We aim to process your personal data in an ethical, lawful, correct and transparent manner. In this document, our privacy policy, we explain how your data is processed and what personal data is involved. The term processing includes, among other things, the collection, recording, organisation, storage, updating, modification, retrieval, consultation, use, dissemination, provision by any means, combination, archival, deletion or, ultimately, destruction of data.

We define you as a user of our services, as our supplier of products and services or as a person associated with an organisation that is in contact with us.

1.1. Preliminary information

We encourage you to read this document carefully to understand why and how we process your personal data. You will read about your rights and how you can exercise them. We also explain which personal data we process when you:

- use our services,
- ask questions through our website,
- visit our company, fairs or events,
- provide us with your business card.

We may from time to time update our privacy policy. The latest version can always be found on our website https://www.screenflanders.be. We recommend that you read our privacy policy regularly to be aware of any changes.

The Vlaams Audiovisueel Fonds (VAF) works on Screen Flanders on behalf of Flanders Innovation & Entrepreneurship (VLAIO). VLAIO has a data processing agreement with VAF concerning the Screen Flanders support measure. This means that VAF acts as the data processor, whereas VLAIO is the data controller responsible for the selection, monitoring and oversight of this support measure. For that reason, we also recommend that you consult the privacy policy of VLAIO.

Where other activities carried out for Screen Flanders by VAF (communication and promotion: dissemination of newsletters, management of the website and social media, etc.), VAF is the data controller.

For more information on Belgian privacy legislation please see the website www.gegevensbeschermingsautoriteit.be.

1.2. Who processes your data? Who are we?

The Vlaams Audiovisueel Fonds (VAF), which has its registered office at 38 Bischoffsheimlaan, 1000 Brussels, and the company registration number 0475.795.886, is responsible for processing your personal data in relation to the promotion and communication of the Screen Flanders support measure.

VAF also acts as a data processor for your personal data in connection with the selection, monitoring and control of this support measure. VAF performs this role on behalf of VLAIO, the data controller. VLAIO, an internally autonomous agency of the Flemish Region, is located in the Marie-Elisabeth Belpaire Building, 17 Simon Bolivarlaan, 1000 Brussels (postal address via www.vlaio.be/adres).

When you apply for Screen Flanders support, you do so directly through the VLAIO portal and the VLAIO processes your data. Other communications, such as newsletters, social media, notices on the Screen Flanders website, are managed by VAF, and this database is not shared with VLAIO. However, should VLAIO terminate the collaboration, this data could potentially be transferred.

1.3. How can you reach us?

To ask a question about your privacy or exercise your rights, you can contact us at the above address or by email at privacy@vaf.be.

If you have questions about how VLAIO processes your personal data, you can contact the VLAIO Data Protection Officer (DPO) by sending your email to dpo@vlaio.be.

1.4. The leading supervisory authority for VAF and VLAIO

The leading authority for VAF is the Belgian supervisory authority: the Belgian Data Protection Authority, Drukpersstraat 35, 1000 Brussels - +32 2 274 48 00 / contact@apd-gba.be.

The competent supervisory authority for VLAIO is the Flemish Supervisory Commission: the Flemish Supervisory Commission, Koning Albert II Laan 15 bus 149, 1210 Brussels - +32 2 553 20 85 / contact@toezichtcommissie.be.

We will implement your rights in our systems and procedures within 30 days of receiving your request. If, for any reason, this timeframe cannot be met, we will inform you before the original period expires.

2.1. You can access your personal data

You have the right to access the personal data we hold in relation to you, the purpose of the processing, the source of the data and the recipients of the data.

You can also request information on how long the data will be kept, whether it is used for automated decision-making and whether it is intended to be transferred outside the European Union.

2.2. You can have your data corrected/completed

It may be the case that data belonging to you and processed by us is no longer correct. You can always ask us to correct incorrect data or update any missing data.I

2.3. Right to erasure

If you believe that we are processing your personal data unlawfully, you can request that it be deleted.

VAF may, if justified, refuse a request to erase your personal data. Reasons may include exercising or defending legal claims or a legal obligation to retain certain data.

2.4. Right to restrict processing

You can ask us to restrict the processing of your personal data if you suspect the data is incorrect or the processing is unlawful, or if you object to processing under our legitimate interests (see article 3.3). We will comply unless we have compelling reasons not to, such as the prevention of fraud.

2.5. Right to object

You have the right to object to the processing of your personal data, profiling included. In that case processing will be halted unless it is required in order to comply with social and tax legislation, safeguard a third party's interests or establish, exercise or defend a legal claim.

2.6. Right to data portability

You can contact us to request that the personal data you provided be transferred to a third party.

2.7. Right to file a complaint

If you do not agree with our position you may contact the Belgian Data Protection Authority. You may also file a complaint with them. The contact details can be found above in section 1.4.

2.8. Identification of the applicant

You can request the exercise of your rights with regard to the processing of your personal data in writing by means of a letter to 38 Bischoffsheimlaan, 1000 Brussels or by email to privacy@vaf.be.

Please make your request as specific as possible to enable us to handle it appropriately.

To prevent someone else from exercising your rights, we need to verify your identity as thoroughly as possible. For that reason, the request must always be accompanied by a document demonstrating that the identity of the applicant matches yours. This can be done by attaching a copy of your identity card to your request.

To protect your privacy, please black out your photo, identity-card number and other relevant details.

If we believe that the document provided does not sufficiently verify your identity, we will inform you. We reserve the right not to process the request until adequate proof is provided.

3.1. VAF must meet its legal obligations

In some cases, we are legally required to process your personal data. We give the main reasons below:

- tax law,
- commercial law,
- subsidy legislation,
- economic law,
- GDPR requirements when handling requests to exercise your rights.

3.2. VAF must fulfil its contract with you

As a producer, creator, audiovisual professional, etc., you make use of our services. To ensure proper execution of the relevant agreement, we must process and manage the contracts administratively, financially and operationally.

This also applies if you provide an information session on our behalf, act as a jury or committee member or are a supplier to us in the broader sense. In such cases, we must respect the contract and manage and process contracts administratively, financially and operationally.

When you visit our website, we make an agreement to provide you with a properly-functioning website. For this reason, we use what are known as functional cookies.

3.3. VAF has a broad communication role - our legitimate interest

Your submission of a Screen Flanders support application implies that you may be included in mailings sent by Screen Flanders.

We send information emails regularly to individuals in specific VAF target groups, such as producers, location scouts/managers, service providers or film offices. The content of these newsletters is tailored to each target group.

We also occasionally send communications to individuals who may have an interest in VAF services, based on the assumption that the recipient may benefit from the information, for example training opportunities, subsidies, information sessions and invitations to sector events.

We also ensure a proper balance between your right to privacy and our legitimate interests. Should you, however, object to processing on these legal grounds, you can file a formal objection.

The information is sent to you by email. If you no longer wish to receive our communications, you can let us know and we will stop contacting you.

3.4. VAF requests your consent

When you subscribe to our newsletter, you give your consent to receive information about our services. Every newsletter includes an option to unsubscribe.

When you first visit our website, we ask through our cookie banner for your consent to place analytical and marketing cookies. More information about our cookie policy can be found here.

You may withdraw your consent at any time. Our contact details can be found in section 2.8.

4.1. From our suppliers

VAF processes the personal data of the sole traders and people who work for the companies with whom we do business. The purpose of this processing is to maintain business relationships.

In keeping with our supplier management we process the following data to contact and identify you: surname, first name, telephone number, mobile number, language, email address, your employer's name, VAT number, IP address and cookies.

4.2. From our creators, producers and audiovisual professionals

To identify you, communicate with you and follow-up on your files we process the following personal data: surname, first name, address, telephone number, mobile number, email address (private and/or professional), bank account number, professional experience, CV details, IP address and cookies.

4.3. From our applicants

This section applies to the collection and processing of your personal data when you apply for a position at the Vlaams Audiovisueel Fonds (VAF) npo.

We process only the relevant personal data needed to evaluate your application and communicate with you: your name, personal contact details (e.g. address, telephone number and email address), CV, and information about your education and your professional and other experience. Wherever relevant to the vacancy, we may also process personal data related to personality tests and/or references. We keep your data for 12 months after submission.

4.4. Cookies

VAF uses cookies in relation to visits to its websites. Cookies are small information files stored on the device you use to visit our website, such as a computer, tablet or smartphone. When we refer to 'cookies’ below, we also mean similar technologies. Cookies allow us to recognise your web browser. This is convenient as it saves you from repeatedly entering your details, specifying preferences or adjusting your settings. Cookies also help us provide a better functioning website, give us insights into visitor behaviour and enable third parties to learn about your browsing habits to display personalised adverts.

Cookies do not compromise your computer security.

We use essential, functional, analytical and marketing cookies. Essential and functional cookies aside (required for our website to function properly), we ask for your consent before placing these small information files. Here you can find more information about the cookies we use, how long we keep them and how to manage them.

4.5. Security camera footage is stored temporarily

We may use cameras in and around our buildings. Where surveillance cameras are concerned, we comply with the legal regulations. A clearly visible sticker is used to identify buildings under camera surveillance.

Footage is kept for a maximum of 30 days, except in cases where:

- the recorded images are useful for evidence in a crime or disturbance,
- damage can be proved,
- a perpetrator, witness or victim can be identified.

The data is processed under our legitimate interest to protect our buildings and other properties from things such as burglary, damage, etc.

5.1. With whom do we share your personal data?

We share your data only with people who are explicitly authorised by us and only if they need this information to perform their tasks.

We rely on various processors to process the personal data. They are subcontractors, and they process personal data on our behalf. The Vlaams Audiovisueel Fonds (VAF) works only with processors that guarantee the same technical and organisational safeguards.

Your data may be transferred to countries outside the European Union, specifically when we work with Meta, Google, X and LinkedIn. In such cases, we ensure that the processing of personal data is always adequately protected in accordance with specific contractual obligations and privacy legislation.

We share your data with other parties only if required by law or government order.

5.2. VAF does not pass your personal details to third parties

We will not sell, rent, distribute or otherwise make your personal data commercially available to third parties without your prior consent.

5.3. We do not keep your data indefinitely

VAF uses your personal data for a specific purpose. Once this purpose is achieved, the data is deleted.

We abide by the legal data retention period when retaining your personal data.

If an applicant is not appointed, we keep their personal data for up to one year after the selection process.