PRIVACY STATEMENT FLARE DEPARTMENT

This is the privacy statement of Flare Department B.V. (henceforth referred to as “Flare Department”). Flare Department is a private company under Dutch law, based at Donker Curtiusstraat 7, 1051 JL in Amsterdam.

Flare Department offers photography and filmmaking services. Flare Department uses a website: www.flaredepartment.com (hereafter: the “Website”). This privacy statement describes how we use (‘process’) personal data and it explains how that information is used, maintained, whom it is shared with, and how we protect it, through the Website and as well through other means.

If you have any questions, the contact information of Flare Department is as follows:

Address:
Donker Curtiusstraat 7
1051 JL
Amsterdam

E-mail: hello@flaredepartment.com

1. Who is responsible for the processing of your personal data?

Flare Department is responsible for processing your personal data. Furthermore, our Website can link to other websites, e.g. via social media buttons. The browsing on another website, including websites which are linked to our Website, is subject to their own terms, conditions and (privacy) policy. Flare Department is not responsible for these practices.

2 Which personal data do we collect about you and for which purposes?

We collect personal data from you, for the following purposes:

1. 1. 1. When you visit the website we may process name, e-mail address, telephone number and address, when you fill in the contact form on the Website. We process this data for the purpose of contacting you as a (potential) client or as a representative (such as a broker) of a (potential)l client, on the legal ground of your permission.
      2. When you are a client, we may process client contact information such as name, e-mail address, telephone number and address, for the purpose of booking a photoshoot, making follow-up appointments and deliveries of photography. It is necessary for us to process this data to fulfill the performance of the contract.
      3. If you (or your representative) would like to make use of our services, we may process name, (business) address, Chamber of Commerce number, telephone number and e-mail address for the purpose of storing customer information and for handling financial administration, quotations and invoicing. We may use this information also for marketing purposes, on the ground of our legitimate interests.
      4. When you apply for a job at Flare Department, we may process data such as name and address details, e-mail address, telephone number and any other personal data provided on resumes, to share information about staffing opportunities and hire applicants.
      5. When you are a supplier we may process name, e-mail address and telephone number, in the context of our business practice. We process this data to contact you regarding (possible) opportunities of collaboration.
      6. To comply with legal obligations and to comply with requests in the context of legal proceedings we may process certain data.
      7. To maintain contact (for example when you ask us a question) we may process name, e-mail address and telephone number.
      8. For the technical and functional management of the Website in order to give you the most optimal experience, we can process your IP-address, pages you visit, internet browser, geographic data (such as location data), preferred language and the time and period of your visit (see for more information ‘6. Cookies’).

We endeavor to collect only such information as is reasonably necessary. You are responsible for ensuring that the information you provide is accurate, complete and current. Flare Department will take reasonable steps to ensure that the information we collect and use is relevant to its intended use.

Whenever you use our services, the processing of personal data is a contractual obligation or necessary to enter into the agreement. In other circumstances (e.g. by asking a question, placing a request for a photoshoot, or applying for a staffing opportunity), we cannot help you sufficiently if you do not provide us with the asked information.

This website is not intended to collect or maintain personally data from persons under 16 years old. If Flare Department learns that personally identifiable information of a person under 16 years old has been collected without verifiable parental consent, then Flare Department will take the appropriate steps to delete such information.

3. Who has access to your information?

Flare Department does not share or disclose personal data outside of our organization, unless this is necessary to provide services or conduct our business operations. Flare Department may be obligated to share personal data on the basis of the law or on a court decision. In case of use of third parties, Flare Department will, in accordance with relevant laws and regulations, ensure applicable processor agreements within and outside the EU/EEA and additional measures if necessary, whereby the security of your personal data is guaranteed by the processor. In other words: Flare Department takes measures so that the recipients of the personal data protect it.

4. How is your personal data secured?

To protect your personal data against the unwanted destruction, loss, modification unauthorized disclosure or access, Flare Department uses technical and organizational security measures. These include weekly updates of company computers, a firewall placed on our local WiFi, password renewal rules, back-ups and continuous updates. In addition, the Website has an SSL certificate. Flare Department will protect your personal data as can be reasonably expected from it. Our information security policies and procedures are reviewed regularly and updated as necessary to meet our business needs, changes in technology, and regulatory requirements.

5. How long we will keep  your personal data

Whenever the personal data is no longer necessary for the purpose for which it has been collected, we will destroy it. When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize it or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

 6. Cookies

Cookies are small text files which are downloaded to your computer or mobile device when you visit a website or application. Your web browser (such as Internet Explorer, Mozilla Firefox or Google Chrome) then sends these cookies back to the web site or application on each subsequent visit so that they can recognize you and remember things like personalized details. Some of these cookies are necessary in order to run websites and applications properly, others are used to make sure that they are easy to use (for instance remembering your preferences).

See our cookie policy for more detailed information on the cookies we use and how you can manage these.

7. How do you come in contact with us to exercise your rights?

We respect your rights under the GDPR. We will respond to requests for information as quickly as possible and, where applicable, will correct, amend, or delete your personal information.

In such cases, we will need you to respond with proof of your identity before you can exercise these rights. Flare Department needs to identify you with these types of requests.

You can exercise the following rights:

• The right to access information

At any point you can contact us to request the information we process of you. There are no fees or charges for the first request.

• The right to correct and update the information

If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.

• The right to restrict the processing of personal data

In certain cases you can restrict the processing of your data, for instance if you feel that the data we process is incorrect, and you do not want us to erase your data but restrict the processing.

• The right to have your information erased

If you feel that we should no longer be using your data or that we are illegally using your data, you can request that we erase the data we hold. When we receive your request we will confirm whether the data has been deleted or the reason why it cannot be deleted (for example because we need it for our legitimate interests or regulatory purpose(s)).

• Withdrawal of given consent

When we process your personal data based on your consent, you have the right to withdraw this at any time.

• The right to data portability

If you want us to move your data to another data controller, you can use your right to data portability if you have provided the data directly to us yourself, this data is processed based on your consent or used in order to fulfil a contract and the data is automated (this right does not apply to paper records).

• The right to object to the use of your personal information

You can object to the processing of your personal data carried out by Flare Department if this data is processed in our legitimate interests, to carry out a task in the public interest or in the exercise of official authority, unless we have legitimate grounds to process the data. In the case of direct marketing you can always object to this processing. This also applies to the situation when your data is processed for scientific, historical or statistical research purposes, unless this is necessary for the public interest. Objecting to the processing when decisions are made on an automated basis is possible, unless this is necessary for the performance or entering into our contract, this is authorized by law, or when you have given us your consent.

• Right to lodge a complaint with the Data Protection Authority

If you feel that we have not dealt correctly with your personal data, you can lodge a complaint with the Autoriteit Persoonsgegevens (Postbus 93374, 2509 AJ Den Haag).

If you wish to exercise your privacy rights, you can send the request to Flare Department B.V., (Donker Curtiusstraat 7, 1051 JL Amsterdam in the name of Flare Department Privacy or to hello@flaredepartment.com) Flare Department aims to reply to your request within one (1) month. If your request cannot be processed within a month, you will be notified accordingly. If you have any questions about the policy of Flare Department with regard to the protection of personal data, these can be send to the same post or e-mail address.

8 Changes to this privacy statement

This privacy statement may be changed at any time without prior announcement and are communicated through this privacy statement. Changes come into effect as soon as they are published on this Website.

In order to be sure that you are familiar with the changes we advise you to check the privacy statement regularly.

This version of the privacy statement is in effect since December 12, 2023.