Privacy policy

1. Responsible party for processing

LexiQ bv, VAT BE 0774.270.925, RPR Gent – afdeling Dendermonde (Legal Entity Registrar Ghent, Dendermonde Division), headquartered at Ninovesteenweg 198, Box 23, 9320 Aalst, under the management of Sophie Vandooren and Bart Deweirdt, hereafter called LexiQ.

LexiQ offers the following services: subtitling of videos and films, audio description for these materials and translation of scripts and texts, specifically in a B2B context.

LexiQ has not hired a DPO, because it is not legally required to do so and because it only processes a limited amount of personal data, for obvious reasons.

We try to ask you for as little data as possible, but sometimes we can’t avoid it, because we must record contact with you when you call on us. We always handle this data with care and do everything we can to ensure your privacy.

We offer you the following privacy guarantees:

Confidentiality and professional privilege are of paramount importance to us in all of our activities.
We do not share your personal data with other parties without good reason.
We protect your personal data as if it were our own.
We only use your personal data for the purposes described below.

2. Purposes for processing data and the legal basis therefor

For the execution of the agreement between you and LexiQ

We process your data only in the course of our business, because you use(d) our services as a client and/or because you provide it to us yourself and/or because you are the counterparty of a client. Below is an overview of the personal data we process:

Name and Address We process your name because we like to address you personally. You are not a number to us, so we do not wish to address you by a code. We need your address for billing, agreements or appeals, and sometimes for invitations.
E-mail address We request your e-mail address to communicate with you: about the progress of assignments, additional documents, questions, and billing. In addition, we use it to keep you updated on events or relevant information.
Phone Number Your phone number is needed to contact you when we need additional information or for invitations.
Payment Information Your payment information is processed through the services of our banking institutions.

Because of legal requirements

We, as a company, are also subject to a number of legal requirements. In light of this, we ask for and process certain data. One of these requirements is related to anti-money laundering laws.

Date of Birth and/or VAT Number Sometimes we need to be able to identify you with unique information, such as a date of birth or national registration number.

Communication and Direct Marketing: legitimate interest

LexiQ has a legitimate interest as a commercial company to process personal data. In doing so, we ensure a proper balance between your right to privacy and our interest. You can object to these processing operations.

Social Media: LinkedIn & Instagram

We have a social media presence, but do not use tracking pixels. When you click to a social media link on our website, you will be redirected to our pages. We have no control over how these companies treat your privacy and recommend that you read their privacy policies:

For our employees

For our employees, we refer to the specific HR privacy policy.

The personal data of actors and other people who appear in video footage and/or scripts and texts for which we provide translations and/or subtitles.

As part of our services, we process the personal data of actors and other individuals in the images and texts we translate or subtitle. This includes images, real name data, and data of the character the actor portrays.

3. Provision to third parties

We will only share your data with third parties in the following circumstances:

for the provision or execution of our services
for payment services, to make various methods of payment possible
for the execution of a legal obligation

Your data is only given to processors who have received specific instructions from us to this end and who may only process the data for our purposes, as stated above, on the basis of a processing agreement.

LexiQ only provides information to third parties when this is necessary for the execution of our services or to satisfy a legal requirement.

When you visit our social media, your personal data is processed by these (third-party) companies for their own purposes.

For the record, we do not sell your data to anyone, for any reason, ever.

4. Storage term

LexiQ processes your data for as long as you are a client with us. After that, we keep them for two years. Exceptions are:

a) save accounting data for ten years, for example, invoicing
b) save data related to any eventual liability on our part, when it comes to our services, for ten years
c) save data regarding any liability under the GDPR (if the 3 December law regarding establishment of the Data Protection Authority applies) for five years

5. Rights of those involved

Of course, you also have rights:

The right to consult and correct your data that LexiQ processes
The right to delete and restrict your data that LexiQ processes, to the extent that this is compatible with the purposes of said processing
The right to file a complaint with the Data Protection Authority
The right to be notified in advance of any changes to this privacy policy.

Requests can be sent to: sophie.vandooren@lexiq.be. Please include a copy of your ID with your request for verification.

6. LexiQ website

LexiQ uses on its website only strictly necessary cookies and some technical and functional cookies. You can refuse cookies at any time.

7. Securing your data

We attach a lot of importance to protecting your data and take the appropriate technical and procedural measures to prevent abuse, loss, unauthorised access, unauthorised disclosure or illicit changes.

Should you possess any indications of abuse of your personal data, we ask you to let us know as soon as possible via e-mail: sophie.vandooren@lexiq.be.

8. Contact details

We prefer for you to e-mail us about such things: sophie.vandooren@lexiq.be.

Lastest update: 9 september 2024

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