Imprint & Privacy Policy

Imprint

Company Name:
LOKIA Management Sàrl

Registered Address:
2 Parc d'Activités Capellen
8308 Capellen Mamer
Luxembourg

Managing Directors:
Heiko Nemmert
Michael Favelle

Privacy Policy

At LOKIA, we respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and share your personal information in accordance with applicable data protection regulations, including the GDPR.

1. Who We Are

LOKIA Management Sàrl ("LOKIA", "we", "us", or "our") is a media and content platform based in Luxembourg. This Privacy Policy applies to all users of our website and platform, including B2B clients, content partners, applicants, and prospective collaborators.

2. How We Collect Your Data

We may collect data directly from you when you:

Register on our website or request access to our platform
Fill out forms, apply for projects, or submit evaluations
Contact us via email, contact forms, or phone
Subscribe to updates, newsletters, or event invitations
Attend our events or meetings (online or in person)
Apply for a job, freelance role, or project collaboration

We may also receive personal data about you from third parties, including:

Public sources (e.g. LinkedIn, IMDb, Companies House)
Recruitment agencies or referees
Event organizers or partners
Our service providers (e.g. KYC, analytics, hosting)

3. What Information We Collect

Depending on your interaction with us, we may collect and process the following data:

a) Identity data: name, company, job title, gender, professional role
b) Contact data: email address, phone number, business address
c) Login & account data: username, password (encrypted), login history
d) Correspondence data: messages, feedback, notes from meetings
e) Technical data: IP address, device info, browser type, cookies
f) Recruitment data (if applicable): CVs, portfolios, eligibility to work, references
g) Usage data: pages visited, form submissions, referral sources

We do not collect sensitive personal data unless absolutely necessary and justified (e.g. for diversity monitoring or legal compliance in recruitment).

4. How We Use Your Data

We process your personal data based on your consent, our contractual obligations, our legitimate business interests, or legal requirements.

We use your data to:

Review and approve registrations for our platform
Manage your account, permissions, and project interactions
Enable communication and collaboration with other users
Provide customer support or respond to inquiries
Maintain platform functionality and security
Recruit and assess candidates for open roles or partnerships
Send updates, opportunities, or relevant information (if opted-in)
Analyze usage to improve performance and content strategy
Comply with legal obligations, regulatory checks, or audits

5. Legal Bases for Processing

Our processing of your data is based on one or more of the following legal grounds:

Consent (e.g. when you subscribe to updates)
Contract performance (e.g. user account and platform access)
Legal obligation (e.g. KYC, record-keeping)
Legitimate interest (e.g. to improve our services, ensure security)

6. Data Retention

We retain your data only as long as needed for the purposes listed above or as required by law. Account data may be deleted upon request unless we are legally required to retain it. CVs and applications may be kept for up to 12 months unless otherwise requested.

7. Cookies & Tracking Technologies

We use cookies to improve your experience and collect anonymous usage statistics. You can manage your cookie preferences through your browser settings. Disabling cookies may impact some features of the platform.

Examples of cookies we may use:

Session cookies to manage logins
Preference cookies for UI settings
Analytics cookies (e.g. Google Analytics, if enabled)

We do not use cookies for advertising or profiling without your explicit consent.

8. Data Security

We implement appropriate technical and organizational measures to protect your data, including:

SSL encryption
Firewalls and access controls
Regular software updates and monitoring
Staff training and confidentiality agreements

Despite these measures, no system is 100% secure. Please take care to use strong passwords and notify us immediately if you suspect unauthorized access.

9. International Data Transfers

As a company operating internationally, we may transfer your data outside the European Economic Area (EEA). In such cases, we ensure appropriate safeguards are in place:

Adequacy decisions by the EU Commission
Standard Contractual Clauses (SCCs)
Other legally approved transfer mechanisms

Please contact us if you would like more details on data transfers.

10. Who We Share Your Data With

We do not sell your data. We may share your data with trusted third parties as necessary:

Hosting and IT service providers (e.g. IONOS)
CRM and analytics tools
Email service providers (e.g. newsletter tools)
Recruitment agencies (if you apply for a role)
Legal and compliance consultants
Authorities or regulators (where legally required)

All third parties are bound by confidentiality and data protection obligations.

11. Your Rights

Under GDPR, you have the right to:

Access the personal data we hold about you
Request correction or deletion
Withdraw consent at any time
Restrict or object to certain processing
Data portability
Lodge a complaint with the CNPD or your local data protection authority

To exercise any of these rights, email us at privacy@lokia.net. We may need to verify your identity before processing your request.

12. Updates to This Policy

We may update this policy from time to time. Changes will be posted on this page. For significant updates, we will notify you by email if possible.

13. Contact Us

If you have any questions or concerns about this policy or how we process your data, please contact us at:

LOKIA Management Sàrl
2 Parc d'Activités Capellen
8308 Capellen Mamer
Luxembourg
Email: privacy@lokia.net

Last updated: 10/05/2025