Last updated: 22 May 2026
VideoPod is a service provided by V-Media BV, based in Amsterdam. This privacy policy explains which personal data we process when you visit our website staging.videopod.nl, contact us, or make a booking. It has been drafted in accordance with the General Data Protection Regulation (GDPR / Regulation (EU) 2016/679) and the Dutch implementation thereof (Uitvoeringswet AVG).
1. Data Controller
V-Media BV
- Address: Emmalaan 25, 1075 AT Amsterdam
- Chamber of Commerce (KvK) number: 84418338
- VAT number: NL863203917B01
- Contact: hallo@staging.videopod.nl
For any questions about this policy or about the processing of your personal data, please reach us at the email address above.
2. Data we collect
We collect only the data needed to deliver our services, invoice for them, and improve them.
2.1 Contact and booking data
When you contact us by email, submit a form, or make a booking via Calendly:
- First and last name
- Email address
- Phone number (if provided)
- Company name (if provided)
- Subject of your message or booking
- Preferred recording date / time
2.2 Customer data
Once you become a client:
- The data listed above
- Billing details (company name, KvK, VAT, address)
- Payment data (IBAN, transaction reference)
2.3 Technical data (website visit)
- IP address (anonymised where possible)
- Browser type and version
- Pages visited and time spent
- Referring website
- Device type
2.4 Recording content
Audio and video material recorded during a production that contains identifiable individuals. This is processed under a separate production agreement we sign with the client; see also article 6 below.
3. Purposes and lawful bases
| Purpose | Lawful basis |
|---|---|
| Performing a recording assignment | Performance of a contract |
| Responding to contact requests | Legitimate interest / contract performance |
| Sending quotes and invoices | Contract performance / legal obligation |
| Bookkeeping (7-year statutory retention) | Legal obligation |
| Website improvement (analytics) | Consent (cookie banner) |
| Email marketing to existing clients | Legitimate interest with opt-out |
We do not process special categories of personal data and do not perform automated decision-making or profiling.
4. Data sharing
We only share your data with third parties to the extent necessary to deliver our services or to comply with a legal obligation.
| Processor | Purpose | Location |
|---|---|---|
| Calendly | Appointment scheduling | EU/US (DPA + SCCs) |
| Hosting (DigitalOcean / Hetzner) | Website hosting | EU |
| ProtonMail | Email communication | Switzerland (adequate level) |
| Moneybird | Invoicing and bookkeeping | EU |
| Rank Math / Google Search Console | Search performance | EU/US (DPA) |
| Plausible / Google Analytics | Website analytics | EU (Plausible) or EU/US (GA4 with DPA + SCCs) |
We have signed a Data Processing Agreement (DPA) with each processor — or will do so before the collaboration starts.
5. Retention periods
| Category | Period |
|---|---|
| Contact requests without follow-up | 12 months |
| Client data for ongoing assignments | Duration of the agreement |
| Invoice and bookkeeping data | 7 years (Dutch statutory retention) |
| Recording content (audio/video) | As set out in the individual production agreement |
| Technical logs | 90 days |
| Cookies | See our cookie policy on the website |
6. Recording content and portrait rights
For audio and video material recorded during a production, a separate production agreement applies between V-Media BV and the client. That agreement covers:
- Who becomes the owner of the final production
- How portraits of guests and participants are processed
- Whether V-Media BV may use (parts of) the production for portfolio or marketing
- Retention periods for raw footage
All participants in a recording must consent in advance to the recording of audio and video, arranged via the client.
7. Security
We take appropriate technical and organisational measures to protect your data:
- HTTPS on all web traffic (TLS 1.3)
- Access control on workstations and servers (strong passwords, MFA where possible)
- Encrypted backups
- Limited access on a need-to-know basis
- Regular security updates
8. Your rights
Under the GDPR you have the right to:
- Access the data we process about you
- Rectification of incorrect data
- Erasure (“right to be forgotten”), unless we are subject to a statutory retention obligation
- Restriction of processing
- Objection to processing based on legitimate interest
- Data portability (digital copy)
- Withdraw consent where processing is based on it
You can exercise these rights by emailing hallo@staging.videopod.nl. We respond within four weeks. To prevent misuse we may ask you to prove your identity.
9. Right to complain
If you believe we are not processing your data correctly, please contact us first. If we cannot resolve the issue together, you have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens):
Autoriteit Persoonsgegevens (Dutch Data Protection Authority) — P.O. Box 93374, 2509 AJ The Hague, Netherlands — autoriteitpersoonsgegevens.nl
10. Changes
We may amend this policy when legislation or our services so require. The most recent version is always available at staging.videopod.nl/en/privacy. For material changes we will notify existing clients by email.