PART 1: Privacy Policy

Last updated: September 2026

Business Name: Studio Elf / Samantha de Oliveira

Legal Form: Independent

Enterprise Number (BCE/KBO): BE1038412318

Registered Office / Address: Brussels, Belgium

Contact Email: studioelf.info@gmail.com

1. General Overview

Studio Elf respects your privacy and is committed to protecting the personal data of its clients, website visitors, and family members featured in media files. This Privacy Policy explains how Studio Elf collects, uses, stores, and protects personal data in compliance with the EU General Data Protection Regulation (GDPR) and the Belgian Law of July 30, 2018 on the protection of natural persons with regard to the processing of personal data.

2. What Personal Data We Collect

Studio Elf collects and processes the following types of data:

  1. Identification & Contact Data: Name, email address, phone number, billing address, and VAT/BCE number (for B2B clients).

  2. Client Media Assets: Raw video clips, audio recordings, photographs, and instructions transferred by the client for editing purposes.

  3. Billing & Financial Data: Bank details (IBAN/BIC), invoice records, and payment receipts.

  4. Technical & Browsing Data: IP address, cookies, and browser information collected via the website.

3. Purpose & Legal Basis of Processing

Studio Elf processes your personal data strictly for the following legal bases and purposes:

  • Execution of a Contract (Art. 6.1.b GDPR): To communicate, process raw video files, deliver finished films, and manage revision requests.

  • Legal Obligation (Art. 6.1.c GDPR): To issue invoices and maintain mandatory accounting and tax records under Belgian commercial law (retained for 7–10 years).

  • Explicit Consent (Art. 6.1.a GDPR): To use client testimonials or memory films for marketing/portfolio purposes (only upon explicit written opt-in).

4. Special Provisions Regarding Video & Photo Assets

  • Strict Purpose Limitation: All raw video files, photos, and project assets uploaded by clients are processed solely for the creation of the commissioned video editing project.

  • No Unauthorised Sharing: Studio Elf will never sell, publish, or share client family images with third parties without explicit, prior written consent.

  • Data Retention & Deletion:

    • Raw Video/Photo Files: Deleted permanently 30 calendar days after final delivery and project approval.

    • Finished Edited Films: Will be archived securely post-delivery as a backup for the client. They can be deleted after 12 months upon request by the client.

5. Third-Party Service Providers

To fulfill its services, Studio Elf uses secure third-party processors operating under strict confidentiality agreements:

  • File Transfers & Cloud Storage: SwissTransfer, WeTransfer, Google Drive, iCloud Link.

  • Invoicing & Accounting: Falco / Peppol Network.

  • Website & Hosting: Squarespace.

6. Your Rights

Under GDPR, you hold the following rights regarding your personal data:

  • Right to Access & Rectification: Request copies of your data or correct inaccurate information.

  • Right to Erasure ("Right to be Forgotten"): Request deletion of your personal data or uploaded media (subject to legal invoice retention rules).

  • Right to Object / Withdraw Consent: Withdraw consent for marketing or portfolio usage at any time.

To exercise these rights, contact Studio Elf at: studioelf.info@gmail.com.

If you believe your data is being processed unlawfully, you have the right to lodge a complaint with the Belgian Data Protection Authority:

PART 2: General Conditions of Service

Article 1 – Scope & Application

  1. These General Conditions govern all quotes, orders, and service contracts between Studio Elf (represented by Samantha de Oliveira, based in Brussels, Belgium) and its clients (B2C consumer or B2B business).

  2. Placing an order, accepting a quote, or transferring files to Studio Elf implies full and unreserved acceptance of these General Conditions.

Article 2 – Ordering Process & Contract Formation

  1. Quotes: Project quotes issued by Studio Elf are valid for 30 calendar days from the date of issue.

  2. Order Validation: A contract is formed when the client accepts the quote in writing (by email or signature) and transfers his/her selection of photos and videos.

Article 3 – Client Responsibilities & File Transfer

  1. Uncompressed Quality: The client is responsible for supplying raw video and photo assets in original, uncompressed resolution via the approved methods specified in Studio Elf’s transfer guide (e.g., SwissTransfer, Google Drive, iCloud Link).

  2. Transfer Deadlines: Delays in supplying files or project instructions will proportionally extend the estimated delivery date.

  3. Content Rights Warranty: The client explicitly warrants that they hold all necessary rights, licenses, or permissions (including image rights) for all individuals, music, and media contained in the supplied raw files. The client guarantees Studio Elf against any third-party legal claims regarding copyright or privacy violations linked to the supplied media.

  4. Third-Party Audio & Music Rights: When the client requests the inclusion of specific commercial or copyrighted musical tracks in the edited film, the client acknowledges and accepts full legal responsibility for securing all necessary synchronization and usage rights. Studio Elf provides technical editing services only and does not supply commercial music licenses. The client agrees that films containing third-party copyrighted music are delivered strictly for private, non-commercial family viewing, and acknowledges that uploading such films to public online platforms (e.g., YouTube, Instagram, Facebook, TikTok) may result in automated copyright flags, audio muting, or video removal by platform operators, for which Studio Elf holds no liability.

Article 4 – Deliverables & Revisions

  1. Deliverables: Finished video films are delivered electronically via a secure download link in MP4 format (H.264/H.265 codec) unless otherwise agreed.

  2. Included Revisions: Unless specified otherwise in the quote, each project includes one round of minor revisions (e.g., swapping a clip, adjusting text/titles, audio level tweaks).

  3. Out-of-Scope Changes: Requests for major structural changes, changing the initial creative direction, or adding new raw footage after editing has commenced will incur additional billing.

Article 5 – Rates & Payment Terms

  1. Prices: All prices are quoted in Euros (€). Prices are stated exclusive of Value Added Tax (VAT) unless explicitly indicated otherwise ("TTC" / "TVAC"). As a business registered for VAT in Belgium, Belgian VAT at the applicable rate (currently 21%) will be applied to all invoices for clients located in Belgium.

  2. Cross-Border Transactions (B2B): For B2B clients established in another EU Member State holding a valid intra-Community VAT number, VAT will be reverse-charged in accordance with Article 196 of EU Council Directive 2006/112/EC.

  3. Payment Terms & Invoicing: Invoices are issued electronically via Peppol or e-mail in accordance with Belgian legal requirements. Invoices are payable within 14 calendar days from the invoice date via bank transfer to the account specified by Studio Elf.

  4. Late Payments: In accordance with Belgian law (including the Law of 2 August 2002 on combating late payment in commercial transactions), any invoice remaining unpaid on its due date will automatically and without prior formal notice incur:

    • Late payment interest calculated at the statutory interest rate for commercial transactions.

    • A fixed administrative recovery fee of €40, plus a contractual penalty fee equal to 10% of the outstanding invoice balance (with a minimum charge of €50).

    • The immediate suspension of any ongoing or future video editing work or file deliveries until full payment is received.

Article 6 – Right of Withdrawal

  1. Consumer Exception: For B2C consumer clients residing in the EU, services involving personalized, custom digital content (such as tailored video editing) are exempt from the standard 14-day statutory right of withdrawal once service performance has begun with the client’s prior express consent (Art. VI.73 / VI.53 of the Belgian Code of Economic Law).

  2. By transferring files and requesting the start of editing work, the client acknowledges and accepts the immediate execution of the service and waives their right of withdrawal.

Article 7 – Intellectual Property & Portfolio Rights

  1. Ownership of Final Film: Upon full payment of all invoices, Studio Elf grants the client a personal, non-exclusive, worldwide license to keep, copy, share, and private-display the final edited film for personal, non-commercial family use.

  2. Raw File Ownership: Original raw video clips provided by the client remain the sole property of the client or original creator.

  3. Portfolio Usage: Studio Elf respects family privacy and will never use client family footage, children's images, or full films on its website, social media, or promotional portfolio without prior explicit written authorization (opt-in) signed by the client.

Article 8 – Limitation of Liability

  1. Data Loss Backup: Studio Elf takes reasonable measures to safeguard files during editing. However, clients are strictly required to keep original backups of all raw files on their own devices. Studio Elf cannot be held liable for file corruption, server failure, or data loss occurring during transfer or storage.

  2. Financial Cap: Studio Elf’s maximum liability for any direct loss or damage resulting from service execution shall not exceed the total amount paid by the client for the specific project concerned.

Article 9 – Applicable Law & Competent Courts

  1. These General Conditions and all agreements between Studio Elf and its clients are governed exclusively by Belgian Law.

  2. In the event of a dispute, the parties agree to seek an amicable resolution in good faith prior to taking legal action.

  3. If an amicable settlement cannot be reached, exclusive jurisdiction is granted to the competent courts of the judicial district of Brussels, Belgium.