Privacy policy

Data controller

The data controller is Boothly, Chaussée de Mons 33, 1400 Nivelles, Belgium, company number BE 0717.859.881.

For any question about your data, write to contact@boothly.be or call +32 451 04 57 92.

No data protection officer has been appointed at this stage; should that change, their contact details would be published here.

What data we collect

Through the quote form and the contact form:

• your first and last name;
• your email address and, if you wish, your phone number;
• the type of event, the date you have in mind, the town or the venue;
• the number of guests, and the photo booth and plan you would like;
• the free text of your message.

If your request becomes a booking: billing details (address, company number where applicable) and the practical information tied to the job (timings, on-site contact, constraints of the venue).

During an event: the photographs and videos produced by the booth, which contain the image of the people taking part.

Technically: the connection logs kept by the host (IP address, date, page viewed), for security and aggregated statistics.

We collect no sensitive data within the meaning of Article 9 of the GDPR, and we carry out neither profiling nor automated decision-making.

Why we process it, and on what legal basis

• Answering your request and drawing up a quote - pre-contractual steps taken at your request (Art. 6(1)(b) GDPR).
• Carrying out the booked service - performance of the contract (Art. 6(1)(b)).
• Invoicing and bookkeeping - legal obligation (Art. 6(1)(c)).
• Making the photos available to you in a private gallery - performance of the contract (Art. 6(1)(b)).
• Publishing an event photo on our site or our social channels - only with your prior written consent, and that of the people visible in it (Art. 6(1)(a)).
• Keeping the site secure and preventing abuse - legitimate interest (Art. 6(1)(f)).

Consent can be withdrawn at any time, without affecting the lawfulness of processing carried out before the withdrawal.

How long we keep it

• Quote request with no follow-up: 12 months from the last exchange, then deleted.
• Client file: for the whole duration of the contractual relationship, then for the applicable limitation period.
• Accounting records and invoices: 7 years, in line with Belgian accounting and tax law.
• Event photographs: for the period covered by your plan (3, 12 or 24 months as the case may be), then removed from the online gallery.
• Technical logs: a short period set by the host.

Who has access to your data

Your data is neither sold, nor rented, nor traded. It is accessible to our team, strictly as far as necessary, and to the following processors:

• the host of the site: Hostinger International Ltd, private limited company under Cypriot law, 61 Lordou Vironos Street, 6023 Larnaca, Cyprus (https://www.hostinger.com/contact);
• the quote form: no third-party platform is involved. It is handled by a script hosted alongside the site, with the same host, which sends the two emails directly. Should that send fail, the request is reposted to Web3Forms (web3forms.com), which then routes it to our mailbox;
• the business email provider: Hostinger International Ltd;
• the platform hosting the private photo gallery: Hostinger International Ltd;
• our accountant and, where applicable, our legal counsel, both bound by professional secrecy.

Every processor is bound by a contract compliant with Article 28 of the GDPR. Our servers and those of our providers are located in the European Economic Area; any transfer to a third country only takes place on the basis of an adequacy decision or the European Commission’s standard contractual clauses.

Your data may also be disclosed to a public authority where the law requires it.

Cookies

This site sets no analytics, advertising or social network cookies. Only cookies strictly necessary to the operation of the site may be used, and those do not require your consent.

If analytics tools were to be added, a consent banner would be put in place and this page would be updated accordingly.

Your rights

The GDPR gives you the following rights:

• Access - obtain a copy of the data we hold about you.
• Rectification - correct data that is inaccurate or incomplete.
• Erasure - ask for your data to be deleted, within the limits of our legal obligations.
• Restriction - freeze the use of your data while a dispute is examined.
• Objection - object to processing based on our legitimate interest.
• Portability - receive your data in a structured, machine-readable format.
• Withdrawal of consent - at any time, for the processing that depends on it.

To exercise one of these rights, write to contact@boothly.be setting out your request. We answer within one month. Proof of identity may be requested in the event of reasonable doubt.

Event photos and image rights

The photographs taken by the booth belong to the client who booked the service. We never publish them without their written agreement and that of the people recognisable in the image.

A guest who wants a photo taken down can ask at any time, simply by writing to contact@boothly.be, with no need to give a reason. We remove it from the gallery and from any communication material.

The client organising the event informs their guests that a photo booth is present; in practice that is the role of the signage placed near the booth and of the announcement made on the microphone.

Security

We apply appropriate technical and organisational measures: encrypted connection (HTTPS), password-protected access, private photo galleries, access limited to the people concerned and deletion of the data at the planned deadline.

In the event of a data breach presenting a risk to your rights, we notify the Belgian Data Protection Authority within 72 hours and inform you where the law requires it.

Complaints

If our answer does not satisfy you, you may lodge a complaint with the Belgian Data Protection Authority (APD-GBA), rue de la Presse 35, 1000 Brussels, or through its website.

Changes to this policy

This policy may be adapted to follow changes in our tools or in the regulations. The date it was last updated appears at the top of this page.