Privacy Policy
Out of the Woods (sole proprietorship Jill Caty, hereinafter "we", "us" or "our") attaches great importance to the protection of your personal data. In this privacy policy, we explain how we handle the personal data we collect and process, and what rights you have regarding your personal data.
1. What data do we collect?
We collect various types of personal data depending on our relationship with you. This may include:
- Contact details & Form submissions: such as your name, email address, phone number, address, and any messages or inquiries you submit via our online contact form (processed via Netlify).
- Visual material: photos and videos we take of you.
- Payment details: such as bank details or other information required to process payments.
- Other data: such as preferences, feedback, or correspondence with us.
2. Purposes of data processing
We process your personal data for the following purposes:
- Execution of the agreement: Capturing photos and videos and delivering these products and services to you, as well as responding to inquiries sent through our contact form.
- Invoicing and administration: Processing payments and maintaining legally required financial records.
- Marketing and promotion: The use of visual material for promotional purposes, such as placement on our website or social media (strictly with your explicit consent).
- Legal obligations: Complying with statutory obligations, such as tax legislation.
3. Legal basis for processing
We process your personal data based on one or more of the following legal grounds:
- Consent: when you have given explicit consent for specific processing activities, such as using your visual material for marketing purposes.
- Execution of an agreement: to perform the photography services, answer contact inquiries, and deliver products for which you engaged us.
- Legal obligation: when we are legally required to process and retain certain data (e.g., accounting legislation).
- Legitimate interest: for improving our services and operations, or managing our photography archive for potential reorders, unless your privacy interests outweigh these.
4. Sharing personal data
We do not share your personal data with third parties, except in the following cases:
- Service providers: We may share your data with third parties performing services on our behalf, such as Netlify (for processing contact form submissions), printing companies, photo labs, accountants, or IT service providers. These parties are bound by confidentiality and process data securely in accordance with GDPR standards.
- Legal obligations: If we are legally required to provide data, for example to tax authorities.
5. Retention period & Photography archive
We do not store your personal data longer than necessary for the purposes for which it was collected, taking into account the following specific periods:
- Contact form submissions: Messages received via our contact form are stored securely and retained no longer than necessary to process your inquiry or service request.
- Administrative and financial data: Invoices and associated contact/payment details are stored for the legally required period of 7 to 10 years.
- Photography archive: Digital visual material (such as selected and edited photos) is kept in our archive to offer you the opportunity to place reorders or request lost files at a later date. You have the right at any time to request the removal of your photos from our archive (see section 7).
6. Cookies & Analytics
Our website does not use tracking cookies, analytical cookies, or target/marketing cookies. Because no cookies or local storage tracking mechanisms are placed on your device, no cookie consent banner is required.
7. Your rights
You have the following rights regarding your personal data:
- Access: You have the right to know what data we process about you.
- Rectification: You can request us to correct inaccurate or incomplete data.
- Erasure: You have the right to request the deletion of your data (including archived visual material), unless we are legally required to retain it (e.g., for accounting).
- Restriction of processing: You can request us to limit the processing of your data, for instance if you dispute the accuracy of the data.
- Objection: You can object to the processing of your data based on a legitimate interest or for direct marketing purposes.
- Data portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transfer it to another controller.
8. Security of your data
We take appropriate technical and organizational measures to protect your personal data and visual material against loss, unauthorized access, leaks, and other forms of unlawful processing.
9. Changes to this privacy policy
We reserve the right to modify this privacy policy. Changes will be published on our website. Please check this statement regularly for updates.
10. Contact details
If you have questions about this privacy policy or wish to exercise your rights, you can contact us at:
Out of the Woods
Jill Caty (sole proprietorship)
Maretak 402/1
9250 Waasmunster
Belgium
Company number / VAT number: BE 0568.773.356
Email address: info@outofthewoods.be
Phone number: +32 487 62 57 17
11. Complaints
If you are not satisfied with how we process your personal data, you have the right to lodge a complaint with the competent supervisory authority:
Data Protection Authority (GBA / APD)
Rue de la Presse 35, 1000 Brussels
www.dataprotectionauthority.be
Note: This privacy policy was originally drafted in Dutch. The English version was translated using Gemini (AI). In the event of any discrepancies or differences in interpretation between the translations and the original Dutch text, the Dutch version shall prevail.