Data Processing Agreement

You, the person or business that opened the workspace, are the controller of everything in it: the contacts, the clients, the transcripts, the notes, the figures. You decide why that data exists and what happens to it.

We are your processor. We hold the data so the software can work, and we do with it only what this agreement and your use of the software instruct. We are:

Trader

Shift Videoproductions, sole proprietorship of Lars Grote

Address

Hoogweg 127, 9690 Kluisbergen, Belgium

Email

lars@shiftvideoproductions.com

Enterprise no.

0727.457.933

VAT

BE 0727.457.933

One exception in the other direction: your account details (name, email address, billing details, sign-in history, what you tell us when you write to us) we hold as a controller in our own right, for running the service and billing you. The privacy notice covers that.

Subject matter

Hosting and operating a CRM workspace for a film or video business.

Duration

From account creation until the workspace is deleted (section 8).

Nature and purpose

Storing, displaying, searching and exporting the data you enter; sending the mail you ask the software to send; on the plan that includes AI, sending the text you submit to an AI model and returning its answer. Nothing else.

Types of personal data

Names, job titles, employers, email addresses, phone numbers, postal addresses, social media handles, notes and correspondence about people, interview recordings and transcripts, images and video in which people appear, contract and invoice details.

Special categories

Documentary work can touch health, beliefs, politics, ethnicity and sexuality. If it does in yours, that data lives in interview material and notes you chose to upload. We treat every workspace as if it might contain such data and apply the same safeguards to all of them.

Data subjects

Your clients and their staff, your prospects, film participants and interviewees, crew and collaborators, funders and festival contacts, your own team.

• Instructions only. We process your data only to run the software for you, as described here and in the terms. We do not read your workspace, do not sell or share its contents, do not use it to train anything, and do not use it for our own marketing. If a law requires us to process it differently, we tell you first unless that same law forbids us to.
• Confidentiality. The only person with administrative access to the production database is the trader named above, who is bound by this agreement. There are no employees or contractors with access.
• Security. Section 5.
• Subprocessors. Section 6.
• Helping you answer people. When someone exercises a right against you (access, correction, erasure, portability, objection), the software lets you find, correct, export and delete their records yourself. If you need something the software cannot do, write to us and we do it within ten working days. If a request reaches us that should have reached you, we pass it on and do not answer it ourselves.
• Helping you stay compliant. We provide what you reasonably need for your own security assessment, impact assessment or a consultation with a supervisory authority, to the extent it concerns our processing.
• Deletion and return. Section 8.
• Showing our work. We make available the information needed to show we meet article 28. An audit you want to carry out yourself, or through an auditor you appoint, needs thirty days notice, happens at most once a year unless a breach or a supervisory authority requires otherwise, and stays within what concerns your data.

You are responsible for having a lawful basis for the data you put in your workspace, for telling the people concerned what you do with it, for the instructions you give the software, and for the accounts you create for your own team and guests. If you use the outreach features to contact people who have not asked to hear from you, the rules that apply are yours to know and follow. If you upload interview material about health, beliefs or other special categories, the safeguards that apply to that are yours to have in place too; ours are the same for every workspace.

• Every workspace is isolated by its owner's identity at the data layer. A request from one workspace cannot read or write another, and this is tested against the live code, not assumed.
• Everything travels over TLS. The database and file storage are encrypted at rest by the providers that run them.
• Keys and tokens you store in the software (for the integrations you connect) are encrypted with AES-256-GCM before they are written, with a key that lives only in the deployment's configuration. A copy of the database alone cannot read them.
• Passwords are hashed with bcrypt and never stored or logged in clear. Sign-in is rate limited and locks after repeated failure.
• Uploaded files live under a per-workspace prefix, and listings and uploads are scoped to it. A workspace cannot see another workspace's files.
• Backups of the database are taken by Neon and kept for seven days, in the same EU region.

You give general authorisation to the subprocessors below. They are the only companies, apart from us, that touch data from your workspace. We add one only if it is needed to run the service, and we announce an addition by email at least fourteen days before it takes effect. If you object, you may end your subscription before that date and we refund the unused part of the month.

Providers you connect with your own account or key (Google, Meta, LinkedIn, Apollo, AssemblyAI, ElevenLabs, a CMS, your bookkeeping software) are not our subprocessors. You chose them, your contract is with them, and the software uses your credentials to reach them. On the plan that includes AI, Anthropic is our subprocessor; if you paste your own Anthropic key instead, it becomes yours.

Your workspace itself, database and files, stays in the European Union. The transfers that do happen are listed in the table above with their legal basis, and each is limited to what that provider needs: Stripe sees billing details, Resend sees the mail it sends, Anthropic sees the text an AI feature submits. Where a provider is certified under the EU-US Data Privacy Framework, that is the basis; otherwise, Standard Contractual Clauses as adopted by the European Commission.

You can export the whole workspace as a single file at any time from Settings, subscription or no subscription. When you delete the workspace in Settings, every row and every uploaded file is removed at once. When a subscription ends without renewal, the workspace is kept for 30days so a lapsed card does not cost anyone their work, with a warning a week before, and is then deleted the same way. Backups roll off within seven days after that. Invoices and the account holder's billing details are kept for the seven years Belgian accounting law requires; nothing from inside the workspace is.

If we become aware of a personal data breach affecting your workspace, we tell you without undue delay and in any case within 48 hours of confirming it, with what we know: what happened, whose data, what we have done, what we suggest you do. We do not notify your clients or a supervisory authority on your behalf; that is your decision as controller, and we give you what you need to make it.

Liability under this agreement is governed by the liability section of the terms. Where this agreement and the terms disagree about the processing of personal data, this agreement wins. It is governed by Belgian law, and by the GDPR wherever the two differ.

The version an account agreed to is recorded on the account when the account is created. The current version is 2026-09-15. A change that reduces your protection is announced by email fourteen days ahead, the same way as a new subprocessor.

Questions: lars@shiftvideoproductions.com.