Privacy Notice

The controller for what this notice describes as ours is:

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

We are not required to appoint a data protection officer and have not. Write to lars@shiftvideoproductions.com for anything here.

For your account we are the controller. We hold:

• Who you are: name, email address, a hash of your password (never the password), the time you confirmed your address, and the date and version of the terms you accepted. Basis: the contract (art. 6(1)(b) GDPR).
• Billing: which plan, how many seats, how much AI you used on our key, invoices, and the reason you gave if you cancelled. Your card is held by Stripe and we never see it; Stripe sees your name, email, billing address and VAT number. Basis: the contract, and the legal duty to keep accounting records (art. 6(1)(c)).
• Keeping the service safe: the IP address of sign-in attempts for a short window, to lock an account after repeated failure, and error logs that may carry a request path and a user id. Basis: legitimate interest in not being broken into (art. 6(1)(f)).
• What you tell us: feedback sent from the app, and mail you send us. Basis: legitimate interest in answering you and improving the product.
• Storage used: how many megabytes your workspace holds, summed daily, so a ceiling can be applied. A number, not a look inside.

Mail from us is about the account: confirming the address, resetting a password, a trial ending, a payment failing, a workspace about to be deleted. We do not send marketing mail to account holders unless you separately ask for it, and every mail that is not strictly about the account carries an unsubscribe link.

The application runs on Vercel and stores its database with Neon in Frankfurt. Files you upload are stored with Vercel. Payments go through Stripe. Account mail goes out through Resend. On the plan that includes AI, the text you submit to an AI feature goes to Anthropic to produce the answer, and Anthropic neither trains on it nor keeps it beyond a short abuse-monitoring window. That is the whole list of companies that touch your data on our account. Each one, where it is, and the legal basis for any transfer outside the EU is set out in the data processing agreement.

Services you connect yourself from Settings, with your own account or key (Google, Meta, LinkedIn, a transcription or enrichment provider, a CMS, your own AI key), are your relationship with that company. The tokens they give us are stored encrypted and used only to do what you asked; disconnect any of them at any time.

• Your workspace: until you delete it, which removes every record and every file at once, or until 30 days after a subscription or trial ends without renewal, with a warning a week before. Database backups roll off within seven days after that.
• Invoices and billing identity: seven years, as Belgian accounting law requires.
• Sign-in attempt records: minutes, not days.
• Feedback and mail: as long as it is useful for the product, and deleted on request.
• Analytics on docfolk.com: Google Analytics expires event data after 14 months.

A Docfolk workspace belongs to a filmmaker or a video business, and what they keep in it (their clients, contacts, interviewees, crew) is theirs. If you are one of those people, the business that put you there is the controller of that data. We are their processor: we store it so the software works, we do not read it, and we act on it only as they instruct. The data processing agreement is the contract that binds us to that.

To exercise a right over that data, ask the business that holds it; the software gives them the tools to answer you. If you write to us instead, we tell you who to ask and pass your message on. We do not answer on their behalf.

Two things are worth knowing about what the software can do with such data. On the plan that includes AI, the workspace may send text about you to an AI model to draft something or to score how well a prospect fits, and those scores carry no legal or similar effect: a person decides, and the software says so where it shows them. And a workspace may publish a page to you and, only if you accept on that page, learn that you opened it.

Google Analytics 4 tells us which pages get read and where visitors arrive from. Before you consent it runs without cookies and models aggregate traffic from a ping that carries no identifier; after you accept, it uses the cookies in section 2. The Meta Pixel measures whether our ads reach anyone and loads only after you accept; decline and it is never fetched. Neither is given your name or address. Bases: legitimate interest in knowing the site works (art. 6(1)(f)) before consent, your consent (art. 6(1)(a)) after it. See Google's notice and Meta's notice.

The live demo, where it is offered, opens a private throwaway workspace against an email address. The workspace is deleted when you sign out and in any case within about 12 hours; the address and the time of the visit are kept so a returning visitor is recognised rather than counted twice, and deleted on request. A marketing tick-box there is unticked by default, and ticking it sends your address to Kit, our mailing-list provider, with the wording you agreed to and the time. Every such mail has a one-click unsubscribe.

For anything we hold as controller (sections 3, 4, 5 and 7) you can ask us, free of charge, and we answer within 30 days, to:

• Access what we hold. For an account, Settings exports it as a file without asking us.
• Correct what is wrong. Name and email you change yourself in Settings.
• Erase it. Delete the workspace yourself in Settings; invoices stay for the seven years the law requires, nothing else does.
• Restrict or object to anything we do on the basis of legitimate interest.
• Take it with you in a machine-readable file, which is what the export is.
• Withdraw consent at any time without affecting what was done before: Manage cookies in the footer, and the unsubscribe link in mail.

You can also complain to the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données), Drukpersstraat 35, 1000 Brussels, gegevensbeschermingsautoriteit.be. If your details are inside a workspace (section 6), your rights run against the business that holds them, and their supervisory authority is the one for where they are.

The retention of visit records on pages a workspace publishes is set by the software at 13 months, after which they are deleted; that figure is in the code, not in a promise.

When this notice changes, the new version appears here with a new last-updated date. A change that affects something you consented to asks you again rather than telling you afterwards. A change that reduces the protection of an account holder is announced by email fourteen days ahead.