Privacy Policy

Last updated: May 2026

This Privacy Policy explains how StageVFX collects, uses, stores, shares, and protects personal data when you visit our website, contact us, join a waitlist, purchase a license, use our software, request support, or work with us on a project.

1. Company information

StageVFX
StageVFX BV
Nelson Mandelaplein 2
8500 Kortrijk
Belgium

VAT / company number: BE 1023511732
Website: https://www.stagevfx.com
Privacy contact: info@stagevfx.com

For the purposes of this Privacy Policy, StageVFX is the controller of the personal data we process, unless stated otherwise.

2. Personal data we collect

We may collect personal data that you provide to us, data generated when you use our website or software, and data needed to provide licenses, support, purchases, and project services.

We may collect the following types of personal data:

- name;
- email address;
- phone number;
- company, artist, venue, agency, or organization name;
- billing address;
- VAT number or tax information;
- order, license, subscription, and invoice information;
- payment status and transaction references;
- account details and login information;
- support messages and communication history;
- project details, event details, show details, and production requirements;
- files, media, brand materials, or other content you provide to us;
- website usage data;
- IP address;
- device and browser information;
- approximate location based on IP address;
- cookie and analytics information;
- software usage, activation, license, crash, diagnostic, and technical data;
- waitlist, newsletter, beta, or early-access signup information.

We do not intentionally collect full payment card details. Payments are handled by payment providers such as Paddle or other third-party payment providers.

3. How we collect personal data

We collect personal data when you interact with StageVFX, purchase or use our products, contact us, or work with us on a project.

We collect personal data when you:

- visit our website;
- fill in a contact form;
- email or call us;
- join a waitlist, newsletter, beta, demo, or early-access program;
- purchase a license, subscription, digital product, or service;
- create or use an account;
- download, activate, or use our software;
- request support;
- send us project materials;
- work with us on a live show, event, pilot, or custom project;
- interact with our social media, marketing, or advertisements.

We may also receive information from payment providers, analytics providers, event partners, agencies, venues, project partners, or other third parties where permitted by law.

4. How we use personal data

We use personal data to provide StageVFX products and services, process payments, manage licenses, support users, deliver projects, improve our products, and meet legal obligations.

We use personal data to:

- provide our website, software, products, licenses, and services;
- process purchases, subscriptions, renewals, invoices, taxes, and payments;
- manage accounts, activations, licenses, access, and product usage;
- deliver custom visual services and live-event projects;
- communicate with you about inquiries, projects, purchases, support, and updates;
- provide customer support and troubleshoot technical issues;
- manage beta access, demos, pilots, waitlists, and early-access programs;
- improve our website, software, products, services, and user experience;
- understand how people use our website and products;
- send newsletters, product updates, launch announcements, and marketing messages where allowed;
- prevent fraud, misuse, unauthorized access, license abuse, and security issues;
- comply with legal, accounting, tax, regulatory, and contractual obligations;
- protect our rights, users, customers, business, and intellectual property.

5. Legal bases for processing

Where GDPR applies, we process personal data based on contract performance, legitimate interests, consent, and legal obligations.

Contract performance:
We process data when needed to provide products, licenses, subscriptions, support, custom services, or project deliverables.

Legitimate interests:
We process data for business operations, product improvement, fraud prevention, security, customer communication, analytics, support, and protection of our rights, where those interests are not overridden by your rights.

Consent:
We process data based on consent where required, such as for certain cookies, newsletters, or optional marketing communications.

Legal obligation:
We process data where needed to comply with tax, accounting, legal, regulatory, and recordkeeping obligations.

6. Payments

Payments may be processed by Paddle or another payment provider.

Payment providers may collect and process billing details, payment information, tax information, order details, transaction IDs, refund information, and fraud prevention data.

StageVFX does not store full credit card numbers.

Payment providers process personal data according to their own terms and privacy policies.

7. Software, license, and technical data

When you use StageVFX software, we may process technical and license-related data to activate licenses, prevent misuse, provide support, improve reliability, and maintain security.

This may include:

- license key or account ID;
- activation status;
- software version;
- device or machine identifier;
- operating system;
- crash reports;
- error logs;
- diagnostic data;
- usage events;
- feature usage;
- IP address;
- subscription or entitlement status.

8. Project and event data

For custom visual projects, live shows, pilots, or event support, we may process project-related information needed to deliver the agreed service.

This may include:

- artist, venue, company, or event details;
- production planning information;
- stage setup information;
- technical requirements;
- show files;
- music references;
- branding materials;
- logos;
- event schedules;
- contact details of project stakeholders;
- communications with artists, venues, agencies, technicians, or partners.

9. Customer materials

If you provide us with music, logos, images, videos, stage plans, show files, brand assets, or other materials, we use them only as needed to provide the relevant product, support, project, or service.

You are responsible for ensuring that you have the necessary rights to provide these materials to us.

10. Cookies and analytics

Our website may use cookies and similar technologies for functionality, analytics, performance, security, and marketing where applicable.

You can control cookies through your browser settings or any cookie settings made available on our website.

If required by law, we will ask for your consent before using non-essential cookies.

11. Marketing communications

We may send marketing emails, product updates, launch announcements, newsletters, or promotional messages where allowed by law.

You can unsubscribe from marketing emails at any time by using the unsubscribe link or contacting us.

We may still send non-marketing messages related to purchases, licenses, support, security, billing, legal updates, or active projects.

12. Sharing personal data

We may share personal data with trusted providers and partners when needed to operate StageVFX, provide services, process payments, deliver projects, or comply with law.

We may share personal data with:

- payment providers;
- hosting providers;
- cloud storage providers;
- analytics providers;
- email and communication tools;
- customer support tools;
- accounting and invoicing providers;
- legal, tax, and professional advisors;
- software, security, and infrastructure providers;
- project partners, venues, agencies, technicians, or event collaborators where needed for a project;
- public authorities, regulators, courts, or law enforcement where required by law.

We do not sell personal data.

13. International transfers

Some service providers may process personal data outside the European Economic Area.

Where required, we use appropriate safeguards for international transfers, such as adequacy decisions, standard contractual clauses, or other lawful transfer mechanisms.

14. Data retention

We keep personal data only as long as needed for the purposes described in this Privacy Policy.

Retention periods depend on the type of data and the reason we process it.

Examples:

- account and license data may be kept while your account or license is active and for a reasonable period after;
- billing, invoice, and tax records may be kept for the legally required retention period;
- support messages may be kept as long as needed for customer service, product improvement, and dispute resolution;
- project data may be kept as long as needed to deliver the project, maintain records, support future iterations, or comply with contractual obligations;
- marketing data is kept until you unsubscribe or object, unless another lawful basis applies;
- technical logs may be kept for a shorter period unless needed for security, diagnostics, fraud prevention, or legal reasons.

15. Security

We use reasonable technical and organizational measures to protect personal data against unauthorized access, loss, misuse, alteration, disclosure, or destruction.

No online service or digital system is completely secure. You are responsible for keeping your account credentials, license keys, and devices secure.

16. Your rights

Depending on your location and applicable law, you may have rights to access, correct, delete, restrict, object to, or transfer your personal data.

Depending on your location and applicable law, you may have the right to:

- access your personal data;
- correct inaccurate personal data;
- request deletion of personal data;
- restrict processing;
- object to processing;
- request data portability;
- withdraw consent where processing is based on consent;
- object to direct marketing;
- lodge a complaint with a data protection authority.

To exercise your rights, contact us at:

info@stagevfx.com

We may need to verify your identity before responding to a request.

17. Complaint authority

If you are located in Belgium or the European Economic Area, you may have the right to lodge a complaint with your local data protection authority.

In Belgium, this is the Belgian Data Protection Authority.

18. Children

StageVFX products and services are not intended for children under 16.

We do not knowingly collect personal data from children under 16. If you believe a child has provided us with personal data, please contact us.

19. Third-party links

Our website or communications may link to third-party websites, platforms, videos, social media pages, payment pages, or partner services.

We are not responsible for the privacy practices of third parties. Their own privacy policies apply.

20. Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

The updated version will be posted on this page with a new “Last updated” date.

If changes are material, we may provide additional notice where appropriate.

21. Contact

Questions about this Privacy Policy or personal data can be sent to:

info@stagevfx.com