Legal
Privacy Policy
This policy explains how A New Agency World collects, uses and protects personal data on culture.anewagencyworld.com.
01 Who we are
The controller of your personal data is ANAW CommV, trading as A New Agency World ("ANAW", "we", "us"):
- Registered office: Picardstraat 7/100, 1000 Brussels, Belgium
- Company number (KBO/BCE): 0843.793.892, RPR Brussels (Dutch-speaking division), VAT BE 0843.793.892
- Email: contact@anewagencyworld.com
We have not appointed a data protection officer, as the law does not require one for our activities. For any question about this policy or your data, write to contact@anewagencyworld.com.
02 What this policy covers
This policy explains how we handle personal data when you visit culture.anewagencyworld.com (the "Website"), contact us through it, or get in touch with our art and culture team, for example as an artist, gallery, collector, festival, museum, brand or journalist.
Our other websites (Sports, Hospitality and Metheris) each have their own privacy policy. The Website is not intended for children under 16.
03 What we process, why and for how long
We only collect what we need for the purposes below. Fields marked as required in a form are needed to handle your request; everything else is optional.
| Purpose | Personal data | Legal basis (GDPR) | How long we keep it |
|---|---|---|---|
| Answering messages sent through the contact form or by email | Name, email address, company or organisation (optional), the content of your message, and the fact that you accepted our terms | Taking steps at your request before a possible agreement (art. 6.1.b) and our legitimate interest in answering enquiries (art. 6.1.f) | 2 years after our last contact, unless it leads to an agreement |
| Assessing proposals from artists, galleries and other cultural partners | Name, contact details, biography, portfolio, images of works, website and social media links you send us | Taking steps at your request before a possible agreement (art. 6.1.b) and our legitimate interest in discovering artists and projects (art. 6.1.f) | 2 years after our last contact, unless we start working together |
| Managing relationships with artists, festivals, institutions, collectors, brands and suppliers | Name, job title, organisation, business contact details, correspondence, contract and invoicing details | Our legitimate interest in managing the relationship with you or your organisation (art. 6.1.f), performance of a contract where you contract with us yourself (art. 6.1.b) and legal obligations (art. 6.1.c) | For the duration of the relationship and 2 years after; invoices and accounting records for 10 years as required by Belgian tax law |
| Finding and contacting potential sponsors, partners and clients for the artists and events we represent | Name, job title, organisation, business contact details | Our legitimate interest in developing our business and that of the artists and events we represent (art. 6.1.f) | 2 years after our last contact, unless a relationship starts |
| Presenting the artists and events we represent | Name, biography, portrait and images of the artist's work, photographer credits | Our agreement with the artist or event (art. 6.1.b) or their consent (art. 6.1.a) | For as long as we represent the artist or work with the event |
| Running and securing the Website | IP address, browser and device type, pages requested, date and time, error logs | Our legitimate interest in a working and secure website (art. 6.1.f) | Server logs are kept by our hosting provider for about 30 days for security purposes and then deleted |
| Defending our rights and complying with the law | Any of the above, where relevant to a dispute or a request from an authority | Legal obligations (art. 6.1.c) and our legitimate interest in defending our rights (art. 6.1.f) | As long as the dispute or request lasts, and the applicable limitation period |
Where we did not receive your data from you, we obtained it from public professional sources, such as websites of companies and institutions, LinkedIn and the press, or through an introduction by a mutual contact. We only send prospecting emails where the law allows it, and you can object at any time.
Where we rely on legitimate interest, we have weighed that interest against your rights. You can object to it at any time (see section 7).
We do not sell your data, we do not use it for profiling, and we do not take decisions about you based solely on automated processing.
04 Who receives your data
Only people within ANAW who need your data to do their work have access to it. We share it outside ANAW only with:
| Recipient | Why | Location |
|---|---|---|
| EuroDNS S.A. | Hosting of the Website. Messages sent through the contact form pass through the server and are forwarded by email; they are not stored on the Website | Luxembourg (EU) |
| Google Ireland Limited (Google Workspace) | Our mailboxes, where contact form messages and emails arrive | Ireland (EU); data may also be processed in the United States |
| Google (Google Fonts) | Delivering the typefaces used on the Website; your browser sends your IP address to Google when it loads them. Google acts as a separate controller. | Ireland and the United States |
| Artists, photographers, galleries, festivals, institutions and buyers | Only where you ask us to introduce you, to pass on a press or image request, or where it is needed to carry out our agreement with you | Varies |
| Our accountant, lawyers and other advisers | Bookkeeping, tax and legal advice, under a duty of confidentiality | Belgium |
| Courts, police and other authorities | Only where the law requires it | Belgium |
Our hosting and email providers act as processors: they may only use your data on our instructions and under a contract that meets the requirements of the GDPR.
05 Transfers outside the European Economic Area
Some providers may process data outside the European Economic Area (EEA). We only allow this where the European Commission has decided that the country offers adequate protection, or where the provider has signed the European Commission's Standard Contractual Clauses. Google LLC is certified under the EU-U.S. Data Privacy Framework, which the Commission recognises as adequate. You can ask us for a copy of the safeguards that apply.
06 Cookies
The Website does not place any cookies of its own, and we do not use analytics, advertising or tracking tools. Because there are no non-essential cookies, the Website does not show a cookie banner. The typefaces on the Website are loaded from Google Fonts, which means your browser sends your IP address to Google when a page loads. Our Cookie Policy explains this in more detail. If we add cookies or analytics later, we will update this policy and ask for your consent first where the law requires it.
07 Your rights
Under the GDPR you have the right to:
- access the personal data we hold about you and receive a copy;
- have inaccurate data corrected;
- have your data erased, where we no longer need it or process it unlawfully;
- restrict our processing while a question about it is being resolved;
- object to processing based on our legitimate interest, and at any time to direct marketing;
- receive data you gave us in a structured, machine-readable format (portability);
- withdraw your consent at any time, without affecting processing that took place before.
Send your request to contact@anewagencyworld.com. We will answer within one month, which may be extended by two months for complex requests; we will tell you if that happens. We may ask you to confirm your identity first. Exercising your rights is free, unless a request is clearly unfounded or excessive.
08 Security
We protect your data with appropriate technical and organisational measures, including encrypted connections (HTTPS), restricted access to our systems and accounts, and a Website built without a database or content management system, which limits what can be attacked. No system is completely secure, but if a data breach puts your rights at risk, we will inform you and the authorities as the law requires.
09 Complaints
If you are unhappy with how we handle your data, please contact us first so we can try to resolve it. You also have the right to lodge a complaint with the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données), Drukpersstraat 35, 1000 Brussels, contact@apd-gba.be, www.dataprotectionauthority.be, or with the authority in the EU country where you live or work.
10 Changes to this policy
We may update this policy when our services or the law change. The version and date at the top always show which version applies. If a change materially affects how we use data we already hold, we will tell you directly where we can, and ask for your consent again where the law requires it.