This notice explains how ReelAiX handles personal data for its website, enquiries, appointments, marketing and agency relationships. It identifies our purposes, legal grounds, recipients, retention and your rights. It does not replace a client’s own privacy notice or the separate ReelAiX Shop Privacy Policy for digital-pack purchases.
Dmitri Maximov, trading as ReelAiX, is the controller for the business processing described here. Address: Dr. Van de Perrestraat 199A, 2440 Geel, Belgium. Enterprise number: 0521.980.952. VAT number: BE 0521.980.952. Website: https://reelaix.com. Contact: info@reelaix.com or +32 470 22 90 88.
When we process a client’s audience, leads or customer records solely on that client’s instructions, we act as a processor for that activity. The client determines its purposes and supplies the relevant privacy information. A processing agreement defines our duties. We may be a controller for our own invoicing and relationship records concerning the same project.
Enquiries and bookings can include your name, email, telephone number, company, service interest, message, appointment details and correspondence. You supply these through our forms, email, calls, booking service or business messaging. If you choose WhatsApp or Calendly, the relevant provider also processes information under its own terms and notice.
Client and project records can include contact roles, billing and VAT details, agreements, briefs, approvals, access permissions, reports, campaign information and supplied images, audio, video or text. These materials may identify employees, customers, speakers or other people. We obtain them from the client, an authorised representative, the relevant person or an authorised connected platform.
Website and security information can include IP address, device and browser information, requested pages, timestamps, error logs and abuse signals. Optional analytics or advertising information depends on the technologies enabled and your valid choices. Our Cookie Policy explains device storage and tracking separately.
If a business contact’s information is provided by a colleague or obtained from a business website, professional network or referral, we use only relevant professional details and record the source where required. Public availability does not give unrestricted permission to market to someone. We provide the required information at first contact or within the applicable legal period.
Please do not submit passwords, complete payment-card details, unnecessary customer lists or sensitive personal information through a general enquiry form. We do not need special-category information to discuss an ordinary marketing project.
Enquiries and proposals. We use necessary information to answer your request and prepare a proposal. The basis is steps requested before a contract with you, Article 6(1)(b) GDPR, or our legitimate interest in responding and managing business contacts, Article 6(1)(f), where you are not personally the contracting party.
Service delivery. We use necessary project and contact records to perform an individual client’s contract or administer a corporate client relationship. The bases are contractual necessity and, for corporate contacts, the legitimate interest of providing the agreed service. Processing on a client’s instructions is governed by its instructions and processing agreement, not a blanket consent inferred from this policy.
Accounting and administration. We process the information needed for invoices, payment reconciliation, tax and legally required records under Article 6(1)(c). Payment providers perform their own regulated payment, identity and fraud-prevention activities as applicable.
Security and legal rights. We use proportionate technical and correspondence records to prevent abuse, protect accounts and confidential work, manage disputes and establish or defend legal claims. We rely on relevant legal duties or legitimate interests, balanced against your rights. An ordinary complaint is not treated as fraud.
Newsletters and promotions. If you subscribe, we use your email and subscription preferences to send the communications described at sign-up, based on consent under Article 6(1)(a). An enquiry, booking or purchase does not automatically subscribe you. Unsubscribe using the link in a message or by emailing us. Necessary project and billing messages are not dependent on marketing consent.
Optional tracking. Where consent is required for analytics, advertising or third-party device access, it must be obtained before those activities begin. Cookie choices are separate from submitting an enquiry or accepting an agency proposal. See our Cookie Policy and website consent controls.
Portfolio and testimonials. We obtain the required permission and legal basis before using identifiable testimonials, case studies, client logos or non-public work for our marketing. A service agreement is not automatic permission to publish a person’s image or confidential information.
Fields marked required are needed to respond or supply the requested function. Optional company or telephone fields are not compulsory merely because they appear on a form. We may need additional contract or invoice details before accepting an order. Without essential information we may be unable to respond, arrange a call, deliver a service or issue an accurate invoice.
Optional marketing and non-essential tracking are not conditions of submitting an ordinary enquiry. If an optional external feature is declined, you can contact us directly by email or telephone.
Authorised members of the ReelAiX delivery team and specialist freelancers receive only the information needed for their assigned work, subject to confidentiality and appropriate data-protection terms. Their involvement does not mean every contractor has access to every client’s records.
Website hosting, email, security, file-storage, collaboration, automation and support providers process information needed to operate those functions. Project-specific tools and connected client platforms depend on the engagement. Where we act as a processor, the relevant subprocessors and any authorisation procedure are covered by the client processing agreement.
Stripe handles payments where used, and invoicing/accounting providers, including Billit where used for your invoice, process relevant financial records. Professional accountants receive the records needed for accounting. We do not need your complete card number or security code for general support.
Calendly processes appointment information when you use the linked booking service. WhatsApp processes communications when you choose that channel. Google services support website measurement or other selected functions where enabled and lawfully configured. These providers may act as independent controllers for some purposes and processors for others; their notices explain their own activities.
Relevant provider information includes https://stripe.com/privacy, https://calendly.com/legal/privacy-notice, https://www.whatsapp.com/legal/privacy-policy-eea and https://policies.google.com/privacy. Our Cookie Policy and consent controls identify website tracking providers. You may ask us about recipients relevant to your enquiry or project.
We may disclose necessary information to advisers, insurers, courts, regulators or authorities to meet a legal duty or handle a substantiated claim. We do not sell personal contact lists or authorise unrelated businesses to market to you merely because you contacted us.
Some providers and authorised project participants may process information outside the European Economic Area, including in the United States. For example, Stripe and Calendly describe international processing in their privacy and transfer documents. We do not represent that all website or agency information is stored only in Belgium or the EEA.
For transfers for which we are responsible, we use an applicable adequacy decision or another lawful safeguard, such as the European Commission’s Standard Contractual Clauses, with the required assessment and supplementary measures where needed. Reliance on the EU-US Data Privacy Framework is limited to eligible processing by currently certified recipients; it is not blanket approval for every US recipient. The former Privacy Shield is not our transfer basis.
A provider’s GDPR claim, a freelancer’s NDA or selecting an EU storage region does not by itself resolve every international-access issue. Where processing is on a client’s behalf, the relevant transfer and subprocessor arrangements must also meet the client agreement. Contact info@reelaix.com for information on the applicable safeguards or a copy, subject to necessary redactions.
We keep identifiable records only for their purpose, an applicable legal duty or a justified need to establish or defend rights, and then delete or genuinely anonymise them. We review continued need rather than retaining every copy and attachment indefinitely.
General enquiries and unsuccessful proposals are normally retained for up to twelve months after the last substantive contact. Routine project correspondence and support records are normally retained for up to two years after project closure, unless a relevant subset is needed for a contract, invoice, unresolved claim or another identified lawful purpose.
Working media, drafts and project exports are normally available for handover for ninety days after final delivery or termination, unless another archive period is agreed. This is not a promise of permanent backup hosting. A processing agreement may require earlier return or deletion of client personal data; it takes priority for those processing activities. Clients should retain their own delivered files.
Tax and accounting records are normally retained for ten years from 1 January of the year following the relevant document date or accounting closure where that Belgian rule applies. A specific extension or other applicable duty may require a different period. We retain a necessary subset of contracts, licences and approval records for applicable obligations and claim periods, with annual review of continuing need.
Newsletter details are retained until withdrawal, unsubscribe or the stated purpose ends. A minimal suppression record may be retained to respect an objection, together with limited evidence needed to show lawful prior processing. Such records are not used to continue marketing.
Security logs and backup copies follow limited operational retention appropriate to their purpose and risk. Incident-related records may be preserved for the justified investigation or claim period. Device-storage durations appear in the cookie inventory; analytics data retention is a separate setting. Independent providers retain their own records under their notices and legal duties.
We use AI-assisted workflows only with an appropriate basis and safeguards for the information involved. We minimise or anonymise personal data where possible and do not routinely upload identifiable client records or confidential material into unrestricted consumer AI tools. Any use requiring different processing, provider access or permission must be assessed and agreed before it occurs.
A public privacy notice does not authorise the creation of a voice clone, an avatar of an identifiable person, model training on client records or a new use of confidential information. Those activities require their own appropriate authority and safeguards. We do not use personal data collected through this website to train a ReelAiX general-purpose AI model.
Subject to the GDPR’s conditions, you may request access and a copy, correction, erasure, restriction and data portability. Portability generally concerns information you supplied that is processed automatically on the basis of consent or a contract. You may object to legitimate-interest processing on grounds relating to your situation, and to direct marketing at any time.
Where processing relies on consent, you may withdraw it without affecting the lawfulness of earlier processing. Erasure is not unconditional: we may need to retain a statutory record or information genuinely required for a legal claim. We explain any refusal or restriction and the available complaint route.
Send requests to info@reelaix.com or our business address. We respond without undue delay and normally within one month. Where legally permitted because of complexity or the number of requests, we may extend by up to two further months and explain why within the first month. Requests are normally free. We ask only for proportionate identity verification where needed, not routine passport copies.
For data processed on a client’s instructions, we refer or relay the request to the responsible client and assist as required. Requests about a provider’s independent processing may also need to be addressed to that provider.
We use technical and organisational measures appropriate to the data and risk, including controlling access and handling incidents. No system is risk-free, but that does not waive our security or breach-notification duties. We notify relevant parties and authorities where legally required.
The website’s agency offers are directed primarily to business decision-makers. We do not knowingly seek children’s personal data for marketing or profiling. Contact us if unnecessary information about a child has been submitted so we can assess and respond appropriately.
ReelAiX does not use website or enquiry data to make solely automated decisions with legal or similarly significant effects on individuals. Providers may carry out their own fraud or security checks. Any materially different profiling or automated-decision activity requires the applicable information and safeguards before it is introduced.
You may complain to the Belgian Data Protection Authority at https://www.dataprotectionauthority.be/citizen, or another competent supervisory authority, including where you live or work in the EEA or where the alleged infringement occurred. You do not have to contact us first or waive a judicial remedy.
We update this notice when our processing changes and give additional notice where appropriate. Publishing an update does not retrospectively create consent or permit an incompatible new use. The version date identifies this notice; necessary fresh consent is obtained separately.
© 2025 ReelAiX – Privacy First.
Version 1.0 | 27 September 2026
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