Privacy Statement of Outstanding Media B.V.

1. Introduction

Outstanding Media B.V. (hereinafter: “Outstanding Media,” “we,” or “us”) places great importance on the protection of your personal data. We process personal data carefully, transparently, and in accordance with the General Data Protection Regulation (GDPR) and other applicable laws and regulations.
In this privacy statement, we explain what personal data we process, why we do so, how we handle it, and what rights you have.

2. Who are we?

Outstanding Media B.V.
Address: Marterkoog 7-B
Zip Code and City: 1822 BK Alkmaar
Chamber of Commerce Number: 93968744
Email Address: hello@outstandingmedia.nl
Phone: 085 – 505 5051

Outstanding Media is responsible for the processing of personal data as described in this privacy statement.

3. What personal data do we process?

Depending on the services we provide, we may process the following personal data, among others:

Contact Information

• name;
• company name;
• function;
• email address;
• phone number;
• address information.

Contact Information

• email correspondence;
• WhatsApp messages;
• notes from conversations;
• information that you voluntarily provide to us.

Company Information

• quote details;
• contract details;
• billing information;
• payment information;
• correspondence regarding assignments.

Website Information

When you visit our website, we may process data such as:

• IP address;
• browser type;
• device information;
• pages visited;
• date and time of the visit;
• Click behavior on our website.

4. Why do we process personal data?

We process personal data exclusively for legitimate purposes, including:

• answering questions;
• maintaining contact with (potential) customers;
• submitting bids;
• the performance of contracts;
• purchasing, managing, and evaluating media campaigns;
• customer relationship management;
• billing and administration;
• improving our services;
• marketing and communication purposes;
• Compliance with legal obligations.

5. On what legal basis do we process personal data?

We process personal data only if there is a legal basis for doing so, as provided for in Article 6 of the GDPR. This may include:

• performance of a contract;
• legal obligation;
• legitimate interest;
• permission, if required.

6. How do we collect personal data?

We collect personal data from the following sources, among others:

• directly from you;
• through your employer;
• when you contact us;
• through our website;
• during business interactions;
• through social media such as LinkedIn.

7. Use of Software and Third-Party Service Providers

We use various software vendors and service providers to deliver our services. To the extent that these parties process personal data, they do so exclusively on our behalf or as independent data controllers, depending on the nature of the service.
We use, among others:

• Microsoft 365 (email, documents, and collaboration);
• AFAS (administration, quotes, and invoicing);
• Teamleader (CRM);
• Power BI (reports and campaign results);
• WhatsApp Business (communication);
• Google Analytics;
• Google Ads;
• LinkedIn Ads;
• Google Tag Manager;
• Claude AI (support for business tasks).

We enter into a data processing agreement with parties acting as data processors, if required by law.

8. Use of Artificial Intelligence (AI)

Outstanding Media uses artificial intelligence (AI) to support its business processes. AI is used solely as a tool and not as a substitute for human decision-making. AI applications can be used for, among other things:

• drafting, editing, and revising texts;
• analyzing information;
• organizing and summarizing documents;
• supporting internal work processes;
• performing administrative or organizational tasks.

Outstanding Media uses Claude AI, among other tools, in a business environment. Depending on the permissions granted, Claude may have access to internal company files that are necessary for performing work. This access is granted exclusively to authorized users and is limited to the data necessary for the specific purpose.

When using AI, the following principles, among others, apply:

• AI is used solely to support employees; important decisions are always reviewed by an employee.
• As a general rule, special categories of personal data are not processed using AI systems, unless there is a separate legal basis for doing so and appropriate security measures have been implemented.
• Employees handle confidential information with care and enter personal data only to the extent necessary to perform the relevant tasks.
• Where possible, enterprise AI environments are used in which the data entered is not used to train public AI models.
• Access to AI systems is restricted to authorized employees.
• Outstanding Media periodically evaluates its use of AI and the associated security and privacy measures.

When AI functionalities process personal data, this is done exclusively in accordance with the General Data Protection Regulation (GDPR) and, to the extent applicable, the European AI Act and other relevant laws and regulations.

9. Automated Decision-Making and Profiling

Outstanding Media does not make decisions based solely on automated processing, including profiling, if such decisions have legal effects on data subjects or otherwise significantly affect them as referred to in Article 22 of the General Data Protection Regulation (GDPR).

Any automated tools, including analytics tools and applications based on artificial intelligence (AI), are used exclusively to support our services and internal business processes. The results generated by such systems are always reviewed by an Outstanding Media employee before any decision is based on them.

If, in the future, forms of automated decision-making that fall under Article 22 of the GDPR are used, Outstanding Media will inform data subjects of this in advance and implement appropriate safeguards in accordance with applicable laws and regulations.

10. Cookies

Our website uses cookies and similar technologies to ensure the website functions properly, to collect visitor statistics, and to improve our services. In addition, subject to your consent where required by law, cookies may be placed for marketing and analytics purposes, including Google Analytics, Google Ads, Google Tag Manager, and any future advertising or analytics tools.

A complete overview of the cookies we use, the purposes for which they are placed, their retention periods, and how you can change your cookie preferences is included in our Cookie Policy.

The most up-to-date Cookie Statement is available on our website and forms an integral part of our privacy policy.

11. Retention Periods

We do not retain personal data for longer than is necessary for the purpose for which it was collected, unless a statutory retention period applies. In general, we adhere to the following principles:

• Administrative data: at least 7 years;
• Quotation and customer data: for as long as necessary for the business relationship;
• Correspondence: for as long as necessary for service provision or legal purposes.

12. Disclosure to Third Parties

We never sell personal data to third parties. Personal data is disclosed only if:

• this is necessary for the provision of our services;
• this is required by law;
• you have given your consent for this.

13. International Transfer

Some of our software providers process personal data outside the European Economic Area (EEA). When this is the case, we ensure that appropriate safeguards are in place, for example, by using the Standard Contractual Clauses (SCCs) approved by the European Commission or an adequacy decision.

14. Security

We take appropriate technical and organizational measures to protect personal data against loss, unauthorized access, or other forms of unlawful processing. These measures include, among others:

• access control;
• strong passwords;
• multi-factor authentication whenever possible;
• encrypted connections;
• authorization management;
• Periodic evaluation of security measures.

15. Your Rights

Under the GDPR, you have the following rights, among others:

• right of access;
• right to rectification;
• right to erasure;
• right to restriction of processing;
• right to data portability;
• right to object;
• right to withdraw consent.

Requests can be sent to: hello@outstandingmedia.nl. We generally respond within one month.

16. Complaints

If you believe that we are not handling your personal data with due care, please contact us first. You also have the right to file a complaint with the Dutch Data Protection Authority.

17. Changes

Outstanding Media reserves the right to amend this privacy statement. The most current version is always published on our website. We recommend that you review this privacy statement regularly. If you have any questions about this privacy statement or the processing of your personal data, please contact us using the contact information below.