Privacy policy

At In The Picture Group BV, registered with the Belgian Crossroads Bank for Enterprises under number 0880.672.106, the privacy of your personal data is very important to us. In The Picture strives for transparency and we try to be as clear as possible about how we handle your privacy. We know that you also value your privacy, which is why we have bundled your privacy rights and settings clearly on this page so that you can determine for yourself whether and how In The Picture uses your information. This policy explains the privacy practices for inthepicture.com and the services provided by In The Picture Group BV, located at Leo Baekelandstraat 6 bus 5, 2950 Kapellen, Belgium.

This Privacy Policy was last updated on February 23, 2023.

Right to access and portability

You have the right to access and download your personal data. You can find this personal data when you are logged in at the following locations:

Right for rectification

You have the right to rectify incorrect personal data or to provide an additional statement when the processing is based on incomplete data.

Right to restriction of processing

You have the right to restrict your processing, such as excluding or limiting third parties from processing your data for certain purposes.

Right to be forgotten

You have the right to delete your profile and associated data.

  • The deletion of your profile and associated data.

No longer have access to your profile?

You can reset your password by using the forgot password link to set a new password.

You can also regain access to your profile or exercise your rights by sending a specified request to privacy@inthepicture.com. To ensure that the request for access is made by you, we ask you to include a copy of your identification document with the request. In this copy, please black out your passport photo, MRZ (machine-readable zone, the strip with numbers at the bottom of the passport), passport number, national identification number (Belgium), and social security number (BSN Netherlands) to protect your privacy. In The Picture Group will respond to your request as soon as possible, but no later than four weeks. After verifying your identity, In The Picture will destroy the provided copy.

Acceptance of the Privacy Policy

In order to provide our services, we need to process your personal data. By accepting the In The Picture Terms of Use, you confirm that you have read and understood this policy, including how and why we store and process your information. If you do not wish for us to process or collect your data, you should not use our services. We are not responsible for the content of the privacy policy or practices of In The Picture's customers or external websites linked or mentioned on our website.

For whom?

The In The Picture Terms of Use requires that all account owners be at least 16 years old. Minors under the age of 16 may only use the services of In The Picture with explicit consent and under the direct supervision of a parent or legal guardian who is the account owner.

What information do we collect?

We collect the content and other data you provide when you use our services, including when you sign up for an account, fill in the information on your profile, participate in a casting call, complete a questionnaire, and send messages. We also collect data about how you use our services, such as the types of calls you view, mark as not interested, and respond to, or the frequency and duration of your activities.

We also receive data from our partners with whom you choose to collaborate, regarding your auditions and attendances.

How do we use this data?

We believe in limiting the data we collect and restrict its use and purpose to: (1) the mandate provided to us, (2) as necessary to provide the services you have purchased or interacted with, or (3) as required or permitted for legal compliance or other legal purposes. These uses include:

Sharing with trusted third parties. We may share your personal data with affiliated companies within our organization and with trusted third-party partners with whom we collaborate, in order to offer their services and casting calls to you.

  • Offering job and leisure activities, including auditions for (voice) actors, extras, audience members in TV shows, candidates in reality & quiz shows, models, singers, musicians, and others, all within the audiovisual sector.
  • Processing payments, including credit cards.
  • Conducting contests and surveys.
  • Performing analysis of our Services and customer demographics.
  • Communicating with you through internal messages, email, or surveys.
  • Customer relationship management.

We only share your personal data when necessary for a third party to perform the requested services or when required on our behalf. These third parties (and subcontractors) are bound by strict data processing agreements and are not permitted to use, share, or retain your personal data for purposes other than those for which they were specifically engaged, or without your consent.

If a third party asks you additional questions, you have the option to answer them with your own consent and without any obligation. These third parties are responsible for those questions, and you are responsible for the answers provided. In The Picture remains responsible for the security and appropriate encryption of this data within the platform.

Communicating with you. We may contact you directly or through a third-party service provider regarding products or services for which you have registered, to deliver transactional or service-related communications. We may also contact you about offers for additional services that we believe you will find valuable if you give us permission to do so, or where permitted based on legitimate interests.

Transfer of personal data across borders. If you use our Services in a country other than the country where our European servers are located, communications with us may result in the transfer of your personal data across international borders. Additionally, when you contact us, we may provide support from one of our locations within the European Union, outside of your own country. In such cases, your personal data will always be handled in accordance with our Privacy Policy.

Compliance with law, regulations, and law enforcement. We cooperate with government, police, and judicial authorities, as well as private parties, to ensure compliance with and enforcement of the law. We may disclose your data to government, police, judicial authorities, or private parties to the extent we deem necessary or appropriate in response to claims and legal processes (such as subpoena requests), to protect our property and rights or the property and rights of a third party, to ensure the safety of the public or an individual, or to prevent or stop activities we consider unlawful or unethical.

Third-party websites. Our website contains links to third-party websites. We are not responsible for the privacy practices or content of third-party sites. Please read the privacy policy of the website you are visiting.

Automated decision-making

In The Picture Group makes decisions that may have consequences for individuals based on automated processing. These are decisions made by computer programs or systems, without the involvement of a human being (such as an employee of In The Picture Group). In The Picture Group uses the following automated decision-making:

  • The automatic filtering and restriction of casting calls and auditions based on profile criteria that do or do not match the requirements set by In The Picture Group's clients.
  • Tracking the presence or absence of individuals on set, in order to exclude individuals who are systematically or regularly absent or frequently cancel shortly before the date.

These automated decision-making processes are necessary for the proper functioning of the provided services.

Accessing, modifying, or deleting data

You have the right to access, correct, or delete your personal data. You can do this yourself through the personal settings of your account. Additionally, you have the right to withdraw your consent for data processing or object to the processing of your personal data by our company. You also have the right to data portability, which means you can request us to send the personal data we hold about you in a computer file to you or another organization specified by you. If you wish to exercise your right to object and/or your right to data portability, or if you have any other questions/comments about data processing, please send a detailed request to privacy@inthepicture.com. To ensure that the request for access is made by you, we ask you to include a copy of your identity document with the request. In this copy, please black out your photograph, MRZ (machine-readable zone, the strip with numbers at the bottom of the passport), passport number, national identification number (Belgium), and social security number (BSN Netherlands) for the protection of your privacy. In The Picture Group will respond to your request as soon as possible, but no later than within four weeks. After verifying your identity, In The Picture will destroy the provided copy.

If you request the deletion of your personal data and those data are necessary for the products or services you have purchased, the request will only be granted to the extent that it is no longer necessary for the purchased or required services for our legitimate business purposes or legal or contractual requirements regarding information retention.

How long we retain personal data

In The Picture Group does not retain your personal data longer than necessary to achieve the purposes for which your data are collected. When you create a profile to receive casting calls and assignments, it is kept for as long as you wish. You can delete your profile and personal data at any time.

For certain processing activities, such as accounting and other legally required processing, it may be necessary to retain necessary data even after your profile is deleted until there is no longer a legal requirement to retain such data. In such a situation, these personal data will not be used for any purpose other than fulfilling these legal requirements.

How we secure personal data

In The Picture Group takes the protection of your data seriously and implements appropriate measures to prevent misuse, loss, unauthorized access, unwanted disclosure, and unauthorized alteration. If you believe that your data is not properly secured or if there are indications of abuse, please contact our customer service or email us at privacy@inthepicture.com. In The Picture Group has implemented the following measures to secure your personal data:

  • TLS (formerly SSL): We transmit your data over a secure internet connection. You can identify this by the 'https' in the address bar and the padlock icon.
  • Your personal data is stored in encrypted form in secure data centers provided by Amazon AWS and Microsoft Azure, which ensure ISO 27001 for technical measures, ISO 27017 for cloud security, ISO 27018 for cloud privacy, SOC 1, SOC 2, and SOC 3, PCI DSS Level 1 compliance, and EU-specific certifications such as BSI's Common Cloud Computing Controls Catalogue (C5).
  • DKIM, SPF, and DMARC are three internet standards that we use to prevent you from receiving emails on our behalf that contain viruses, spam, or are intended to obtain personal (login) information.

In The Picture follows generally accepted industry standards to protect the personal information provided to In The Picture, both during transmission and once In The Picture receives it. However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.

Cookies or similar technologies we use

In The Picture Group uses only functional cookies. A cookie is a small text file that is stored in the browser of your computer, tablet, or smartphone when you first visit this website. In The Picture Group uses cookies with a purely technical functionality. These cookies ensure that the website works properly and remember your preferred settings. These cookies are also used to make the website work properly and to optimize it. You can opt out of cookies by adjusting your internet browser settings to not accept cookies. However, blocking functional cookies may prevent you from logging into your profile as they are necessary. Additionally, you can delete any information previously stored via your browser settings.

In The Picture does not use analytical or tracking cookies.

Data Protection Officer

The Data Protection Officer of In The Picture Group can be reached at dpo@inthepicture.com or by mail at Leo Baekelandstraat 6 bus 5, 2950 Kapellen, Belgium.

Right to lodge a complaint

In The Picture Group also wants to inform you that you have the right to lodge a complaint with the national supervisory authority.

For Belgium, this is the Data Protection Authority: https://www.gegevensbeschermingsautoriteit.be/burger/acties/klacht-indienen

For the Netherlands, this is the Dutch Data Protection Authority: https://autoriteitpersoonsgegevens.nl/nl/contact-met-de-autoriteit-persoonsgegevens/tip-ons