Privacy policy
This English text is for convenience. The Dutch version is legally authoritative.
In brief
- Details you send are used to answer, schedule and run the booked session.
- No mailing list, no advertising profile, no sale or rental of personal data.
- Your voice is not fed into an AI system and no clip goes online without written permission.
- Rights requests go to [email protected] or the contact form; you may also complain to the Autoriteit Persoonsgegevens.
1. Who is the controller
Soapwoodcoreco B.V. (“we”), a private limited company (B.V.) with issued capital €100, at Grote Bickersstraat 74, 1013 KS Amsterdam, the Netherlands, decides how personal data arriving through soapwoodcoreco.click and through our bookings is used: quote requests, reservations, sessions and invoicing. Chamber of Commerce 80976101, VAT NL803193270B01. Publication is signed off by Maarten van der Berg, managing director and studio manager.
Four practical aims drive that use: matching the right kind of session; answering mail, calls or the form in time; adjusting the work from what you tell us; and day-to-day administration (quotes, invoices, accounts). We handle it under the General Data Protection Regulation (GDPR) and the Dutch GDPR Implementation Act, and we shield it from unauthorised viewing, leaking, changing or wiping.
No data-protection officer has been named: that role is not required for this scale and this kind of processing. Privacy questions: [email protected] or 020-737 4821. Hours: Closed Monday. Tuesday through Friday 10:00–22:00, Saturday 11:00–18:00. Sunday by appointment only.. The rooms sit in Haarlemmerbuurt and the company has operated since 2018.
2. Who this text covers
This policy applies to visitors of soapwoodcoreco.click, to people who email, call or send the form, and to clients of Vocal recording, Band recording, Mixing, Mastering or Podcast recording. It describes our practice and your rights. The Dutch version is the authoritative text; this English page is for information.
When we record voices or guests for a business client — a narrator for a production house, guests on a series — that client decides the purpose of those recordings. We then act as a processor under the data processing agreement. Those people should read the client’s privacy information. Our own policy below still covers the data we collect ourselves to plan and invoice the job.
3. Data we receive
Through the contact form: full name, mailbox, telephone (if you fill it), the service you pick, a hoped-for date (if you fill it) and a short project note. Mandatory fields are needed so we can reply; without them we do not prepare a quote. The form travels through FormSubmit, a service in the United States; see transfers outside the EEA.
At booking and during the job: billing details, artist or group name, what we need for the quote, email or phone exchanges, payment references on a transfer. A deposit of 30 percent belongs with the reservation; we keep that record with the booking. Card numbers are not stored here.
Recordings: voice and performance count as personal data when a person can be recognised. We process them to deliver the chosen service. If your team films the session, that footage stays your responsibility.
Technical data: TransIP B.V. keeps connection logs (IP address, time, page requested, browser) to secure the site. Your tracker choice sits in the browser’s local storage under the key spwd_consent_v1; that value holds no name or mailbox.
We do not ask for special-category data (health, political views, religion). If a session must move because you are unwell, it is enough to say you cannot come; no medical certificate is needed. We send no newsletters and we run no automated decision-making or profiling.
4. Purposes, legal bases and retention
| Purpose | Data | Legal basis (GDPR) | Retention |
|---|---|---|---|
| Answering a request and preparing a quote | Form, email, phone | Steps before a contract, at your request (GDPR 6(1)(b)) | 36 months counted from the last exchange |
| Reservation, delivery and wrap-up of the job | Identity, contact, project, schedule | Performing the contract (GDPR 6(1)(b)) | Five years after the relationship ends (limitation period, Dutch Civil Code) |
| Keeping working session files | Recordings, session files | Performing the contract (GDPR 6(1)(b)) | 12 months after the final session, afterwards wiped |
| Bills and bookkeeping | Identity, invoice, payments | A duty set by law (GDPR 6(1)(c)) | Seven years (tax retention, Art. 52 Dutch General Tax Act) |
| Handling a complaint or dispute | Correspondence, case files | A genuine interest in defending ourselves (GDPR 6(1)(f)) | Length of the proceedings and appeal windows |
| Securing the website | Connection logs at the host | A genuine interest (GDPR 6(1)(f)) | Twelve months at most |
| Remembering your tracker choice | Key spwd_consent_v1 in the browser | A duty under Dutch telecom rules (Art. 11.7a Telecommunications Act) | 182 days |
Personal data is neither sold nor rented. Marketing mail is not sent. A new purpose is used only if it is compatible with the original one, or we ask again.
When we rely on a genuine interest, we check that the aim is real, that the processing is needed and that your interests do not outweigh it. You may ask for a summary of that assessment and object. Business invoices have a payment term of 14 days; that administration falls under the tax retention above. Site prices, such as Vocal recording from €95 per hour including 21 percent VAT, are on the services table and in the terms and conditions.
5. Recordings, likeness and minors
Voice and face sit under the protection of private life. We do not put a clip of your session, a studio photo of you or your name on the site or on social media without your prior written permission. Pictures on soapwoodcoreco.click are generated mood images, not recordings of clients.
Sessions for anyone under 16 are booked by a parent or guardian, who supplies the needed details. Under Article 5 of the Dutch GDPR Implementation Act, 16 is the threshold for a young person to agree alone to an information-society service. Our form is meant for adults or legal representatives; we do not offer a service aimed at children. Rights around podcast guests and music use are sketched in the podcast-rights guide; that guide does not replace this policy.
6. Artificial intelligence
Client recordings are not used to train, test or improve machine-learning systems. We do not build a voice clone or a synthetic voice in your likeness unless you give a specific written instruction. Working files stay with the booked service: Vocal recording, Band recording, Mixing, Mastering or Podcast recording.
How to deliver stems and formats is in stems and file formats. That guide is about technique, not an extra legal basis.
7. Who can see the data
Studio staff can see your data within their tasks: Maarten van der Berg, Sophie Dekker (lead engineer, recording and mix) and Noah Jansen (producer and podcast specialist). The following recipients may also see data, only for the purposes above:
- TransIP B.V. (Simon Carmiggeltstraat 6, 1011 DJ Amsterdam, Netherlands), host of the site, the mailbox and storage, in data centres in the European Union; host site: TransIP B.V.;
- FormSubmit (formsubmit.co), which forwards the contact-form contents to our mailbox;
- our bookkeeper, bound by confidentiality, for billing data;
- our bank, for transfers;
- a lawyer or court, if there is a dispute;
- public authorities that ask within the law.
Every party that processes for us does so under an arrangement that meets Article 28 GDPR. There is no consumer mediator on our file; disputes follow the path in the terms and conditions and the legal notice.
8. Transfers outside the European Economic Area
Our own files sit in the European Union, with TransIP B.V. in Amsterdam. FormSubmit is run from the United States: submitting the form means the contents pass through that service. As far as we can tell, that provider does not appear on the EU–US Data Privacy Framework list. This transfer rests on GDPR Article 49(1)(b): it is needed for the pre-contractual steps you start by sending your project.
If you prefer to avoid that route, write directly to [email protected] or call 020-737 4821. We handle the request in the same way. Files you send after booking (stems, references, scripts) can travel through an agreed channel, without the web form.
9. Security and breaches
We apply fitting safeguards: HTTPS only on the site, client files limited to the team via personal logins and robust passwords, a second factor wherever the tool allows, encrypted disks on workstations, the building locked outside sessions, and session files wiped after the archive window of 12 months. The studio has 3 treated rooms (live room 42 m², control room 18 m², 2 isolation booths) and at most 6 musicians on a band date; physical access is limited to planned visits.
If a breach poses a risk to your rights, the Autoriteit Persoonsgegevens hears from us inside 72 hours (GDPR Article 33) and we contact you ourselves when the risk is high (GDPR Article 34). No internet transmission is fully secure; once data reaches us, our measures apply.
10. Your GDPR rights
Under the Regulation you may:
- see what we hold and how it is used (GDPR 15);
- have wrong or incomplete items corrected (GDPR 16);
- ask for deletion when the items are no longer required (GDPR 17);
- ask us to pause processing in the situations the Regulation lists (GDPR 18);
- receive, in a structured everyday format, the items you supplied (GDPR 20);
- object where we rely on a genuine interest (GDPR 21);
- pull back consent; earlier lawful use stays lawful (GDPR 7(3));
- complain to the supervisor (GDPR 77).
Send the request to [email protected] or by letter to the studio address. Our answer comes inside a month; a hard case can take two extra months, and we tell you (GDPR 12(3)). Exercising rights is free. If we reasonably doubt your identity, we may ask for extra details. Ordinary studio messages we try to answer within 2 working days; that is faster than the legal deadline, not an extra right.
You may lodge a complaint with the Autoriteit Persoonsgegevens, Bezuidenhoutseweg 30, 2594 AV The Hague, the Netherlands, autoriteitpersoonsgegevens.nl. Write to us first: most questions close quickly. Planning and cancellation (5 days free of charge) are in the FAQ.
11. Cookies in brief
A cookie is a tiny text file a website drops on a device so settings can be recalled or visits counted. Comparable tools — localStorage, tracking pixels, invisible beacons — do analogous work.
soapwoodcoreco.click places none of those files for statistics, ads or social networks. The only stored item is your tracker choice in the browser’s local storage (spwd_consent_v1) for 182 days. The banner groups five buckets — strictly necessary, functional, analytics, marketing, preferences — and shows three equally prominent controls: allow everything, refuse everything, or pick per bucket. The four optional buckets are vacant for now.
If we ever add a tracker that needs consent, we will say so and ask again. The full list is in the cookie policy. You can reopen the banner with .
12. Third-party sites, status and contact
The site links to third parties, for example OpenStreetMap for the address on Grote Bickersstraat 74. Those sites apply their own privacy rules; we are not responsible for their practice. The route in plain language: Take tram 22 to Haarlemmerplein, then walk about 6 minutes via Haarlemmerdijk. Bus stop Buiten Oranjesluis (lines 18, 21 and 22) is within walking distance. More is on contact.
This policy informs you about our practice; it does not limit the rights the law gives you. We may change it when services or rules change. The replacement text appears here together with the date it starts, and the older wording no longer applies. For a material change we email existing clients. Effective: 1 October 2026. Last updated: 1 October 2026. The Dutch text prevails.
Contact: Soapwoodcoreco B.V., Grote Bickersstraat 74, 1013 KS Amsterdam — [email protected] — 020-737 4821. About the studio: about us. About access to the site and the building: accessibility statement. Mixing budgets: mixing budget guide.