Privacy Policy

Last updated: 26 August 2026 Effective from: 26 August 2026

1. Introduction

This Privacy Policy explains how SIA “Digi Media” (“Digi Media”, “DigiMedia”, “we”, “us” or “our”) collects, uses, stores and protects personal data when you visit our website at www.digimedia.studio (the “Website”), contact us, request a quotation, apply for a position or an audition, or otherwise interact with us.

Digi Media is a media localization and production company based in Latvia. We provide translation and localization, voice recordings and voice-over, subtitling, dubbing, game and film sound design, audio and video translation and transcription, commercial recordings, audiobooks, audio guides, podcast production and video and media production services to clients in the Baltics, the European Union, the United States and other markets.

We take the protection of personal data seriously. All processing described in this Policy is carried out in accordance with Regulation (EU) 2016/679 (the General Data Protection Regulation, “GDPR”), the Latvian Personal Data Processing Law (Fizisko personu datu apstrādes likums) and other applicable law.

This Policy applies to personal data processed by Digi Media acting as a data controller. Where we process material supplied by our clients that happens to contain personal data (for example, a documentary sound file, an e-learning script or a subtitle file containing names), we generally act as a data processor on our client’s instructions. That processing is governed by our service agreement and, where required, a data processing agreement concluded under Article 28 GDPR — not by this Policy. Section 12 explains this in more detail.

Please read this Policy together with our Cookie Policy and our Terms of Service.

2. Who we are — company information


Legal name	SIA “Digi Media”
Legal form	Limited liability company (sabiedrība ar ierobežotu atbildību)
Registration number	40103855362
VAT number	LV40103855362
Registered address and studios	Latgales iela 322, Riga, LV-1063, Latvia
Email	info@digimedia.studio
Telephone	+371 20377021
Website	www.digimedia.studio
Data protection contact	privacy@digimedia.studio

Digi Media is the controller of the personal data described in this Policy unless stated otherwise.

3. What personal data we collect

We collect only the personal data we need for the purposes described in Section 5. Depending on how you interact with us, this may include:

3.1 Enquiry, quotation and client data

Full name and job title
Company or organisation name
Email address and telephone number
Country and, where relevant, invoicing address
Details of your project enquiry: languages, formats, volumes, deadlines, budget indications
Correspondence with us, including email threads, meeting notes and call summaries
Billing and payment details (bank account details, purchase order numbers, invoice history)

3.2 Data of voice talent, linguists, freelancers and other collaborators

Name, contact details, country of residence and working languages
CV, professional experience, qualifications, references and certifications
Voice demos, sample recordings, audition takes and casting material, including your recorded voice, vocal range and accent
Photographs or showreels, where you provide them
Rates, availability and specialisation notes
Contract, invoicing and payment data, and tax or self-employment identifiers where legally required

We treat voice recordings as personal data. Where we retain a voice sample in a casting library or talent database, we do so on the legal basis described in Section 6 and you may ask us to remove it at any time.

3.3 Job applicant data (careers / vacancies)

Name, contact details, CV, cover letter, education and employment history
Test task or trial translation results and interview notes
Any other information you choose to include in your application

3.4 Voice Academy and training participant data

Name, contact details and age group
Registration and payment records
Recordings made during training sessions
Feedback and assessment notes

3.5 Children’s camp participant data

Where we organise a children’s camp or other activity involving minors, we may process a child’s name, age, health or dietary information relevant to their safety, emergency contact details and the name and contact details of a parent or legal guardian, together with any photo, video or audio consent provided by that parent or guardian. This data is collected directly from the parent or guardian. See Section 13.

3.6 Website usage and technical data

See Section 4.

3.7 Data we do not seek

We do not intentionally collect special categories of personal data (Article 9 GDPR) through the Website, and we ask you not to send us health data, information about your ethnic origin, political opinions, religious beliefs, trade union membership or sexual orientation unless we have specifically asked for it for a lawful and clearly explained purpose (for example, health or dietary information necessary for the safety of a child at a camp, or an accessibility requirement for a studio session).

4. Information collected through Website usage

Our Website runs on the WordPress platform. When you visit it, certain data is collected automatically by our servers, our content delivery and security providers and — subject to your cookie consent — by analytics and marketing tools:

IP address (in some cases truncated or pseudonymised)
Date, time and duration of your visit
Pages viewed, links clicked and files downloaded
Referring website or campaign parameters
Browser type and version, operating system, device type and screen resolution
Language and locale preference reported by your browser
Approximate location derived from IP address, at city or country level
Error and diagnostic logs

Server and security logs are created automatically and are necessary for the Website to function safely; they are not based on consent (see Section 6). Analytics, remarketing and social media tracking are activated only after you give consent through our cookie banner (see Section 7).

We do not use automated decision-making or profiling that produces legal effects concerning you within the meaning of Article 22 GDPR.

5. Contact forms and communication

5.1 Contact and quotation forms

When you submit a contact or quotation request form on the Website, or write to info@digimedia.studio, we receive the information you provide and use it to respond, prepare a quotation and, if you become a client, to deliver the services.

Mandatory fields are marked as such. Please provide only the information necessary for us to understand and price your request. If your project involves confidential or pre-release content, do not attach it to a web form — contact us first and we will provide a secure transfer route.

5.2 Email, telephone and messaging

We may keep records of correspondence, including email, telephone and business messaging platforms, in order to manage enquiries, maintain a clear project history and evidence what was agreed.

5.3 Call, session and meeting recordings

We do not record telephone calls or online meetings without informing you in advance and, where required, obtaining your consent. Recording sessions in our studios are recorded as an inherent part of the service; participants are informed of the intended use before recording begins and the usage terms are set out in the applicable talent agreement or release.

5.4 Newsletters and marketing communications

If you subscribe to our newsletter or agree to receive commercial communications, we will use your name and email address to send information about our services, industry insights and events. Every message contains an unsubscribe link, and you may withdraw your consent at any time by using that link or contacting us. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.

We may send information about services similar to those you have already purchased to our existing business clients on the basis of our legitimate interest, subject always to your right to object.

6. How we use personal data and the legal basis for processing

Under the GDPR, every processing activity must have a legal basis. The table below sets out what we do and why.

Purpose	Categories of data	Legal basis (GDPR)
Responding to enquiries and preparing quotations	Enquiry and contact data	Art. 6(1)(b) — steps prior to entering into a contract; or Art. 6(1)(f) — legitimate interest in responding to business enquiries
Concluding and performing service agreements; managing projects; delivering translation, recording, subtitling, dubbing, sound design and video services	Client and contact data, project data	Art. 6(1)(b) — performance of a contract
Engaging voice talent, linguists and freelancers; casting and talent selection	Talent data, voice demos, rates	Art. 6(1)(b) — contract or pre-contractual steps; Art. 6(1)(a) — consent for retention of demos in a casting library
Recruitment of employees	Applicant data	Art. 6(1)(b) and Art. 6(1)(f); Art. 6(1)(a) — consent for retention in a talent pool after the vacancy closes
Invoicing, accounting, tax reporting and statutory record-keeping	Billing and transaction data	Art. 6(1)(c) — legal obligation (including Latvian accounting and tax law)
Managing training courses and the Voice Academy	Participant data	Art. 6(1)(b); Art. 6(1)(a) for optional recordings and promotional use
Organising activities involving children	Child and guardian data	Art. 6(1)(a) — consent of the parent or legal guardian; Art. 6(1)(f) and Art. 9(2)(a) where health or dietary data is necessary for the child’s safety
Website operation, hosting, security, fraud prevention and abuse detection	Technical and log data	Art. 6(1)(f) — legitimate interest in a secure and functioning website
Analytics and measurement of Website performance	Cookie and usage data	Art. 6(1)(a) — consent
Marketing, remarketing and social media advertising	Cookie and contact data	Art. 6(1)(a) — consent
Newsletters to subscribers	Name, email	Art. 6(1)(a) — consent
Marketing of similar services to existing business clients	Name, email, purchase history	Art. 6(1)(f) — legitimate interest, subject to opt-out
Content security and compliance with client and industry security requirements	Access logs, staff and contractor identifiers	Art. 6(1)(b) and Art. 6(1)(f)
Establishing, exercising or defending legal claims	Any relevant data	Art. 6(1)(f) — legitimate interest; Art. 9(2)(f) where special category data is involved

Where we rely on legitimate interest, we have carried out a balancing assessment and concluded that our interest does not override your rights and freedoms. You may request further information about that assessment, and you may object to such processing at any time (see Section 10).

We do not sell personal data.

7. Cookies and tracking technologies

Cookies are small text files stored on your device. Similar technologies include pixels, local storage and embedded scripts. We use them for the following purposes:

Strictly necessary cookies — required for the Website to work: session management, security, load balancing, storage of your cookie preferences and caching of pages to improve loading speed. These are set on the basis of our legitimate interest and cannot be switched off.

Functional cookies — remember choices you make, such as form data or video playback preferences.

Analytics cookies — help us understand how the Website is used, which pages are of interest and where visitors encounter difficulties. We may use tools such as Google Analytics for this purpose.

Marketing and remarketing cookies — allow us and our advertising partners to measure campaign performance and show relevant advertising. Our Website is integrated with the Meta (Facebook) advertising platform and may use similar tools such as LinkedIn or Google Ads.

Embedded third-party content — our pages embed video players (for example, YouTube) and may load fonts, maps and social media widgets. These providers may set their own cookies and receive your IP address when the content loads.

Your control over cookies

Non-essential cookies are used only after you give consent through the cookie banner shown on your first visit. You may change or withdraw your consent at any time via the cookie settings link in the Website footer, and you may block or delete cookies through your browser settings. Blocking strictly necessary cookies may prevent parts of the Website from functioning.

A full, current list of the cookies used on the Website, their purpose and their storage period is available in our Cookie Policy.

8. Third-party services and recipients of data

We share personal data only where necessary, and only with recipients bound by confidentiality and data protection obligations. Categories of recipients include:

Hosting, domain and IT infrastructure providers for the Website and our internal systems
Email, cloud storage, collaboration and secure file transfer providers used to receive source material and deliver finished assets
Translation management, project management, CRM and CAT tool providers
Freelance linguists, translators, voice talent, sound engineers, subtitlers, dubbing directors and other subcontractors, who receive only the data necessary to perform the assigned task and who are bound by written confidentiality and data protection undertakings
Analytics, advertising and social media platforms, subject to your cookie consent
Payment service providers, banks and accounting service providers
Professional advisers such as auditors, lawyers and insurers
Public authorities, where disclosure is required by law or necessary to defend our legal rights
Group companies and affiliated studios in Latvia, Lithuania and Estonia, where relevant to the delivery of a project
A purchaser or successor, in the event of a merger, acquisition or reorganisation, subject to appropriate safeguards

Where a recipient processes personal data on our behalf, we conclude a data processing agreement in accordance with Article 28 GDPR. Where a recipient acts as an independent controller (for example, an advertising platform in respect of its own purposes), that recipient’s own privacy notice applies.

9. Data storage, security and retention

9.1 Security measures

Digi Media applies organisational, technical and physical measures appropriate to the risk, including:

Role-based access control and the principle of least privilege
Individual user accounts, strong authentication and, where available, multi-factor authentication
Encryption of data in transit (TLS) and encryption of data at rest where appropriate
Secure, access-controlled studio and office premises
Segregated storage of client media assets and controlled, logged transfer channels
Written confidentiality undertakings for all employees, freelancers and talent
Regular backups, patching and malware protection
Staff training in data protection and content security
Content security controls aligned with the requirements of our media clients and with recognised industry frameworks, including the certifications listed on the Website
Documented incident response and breach notification procedures

No transmission over the internet can be guaranteed to be completely secure. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will notify the Data State Inspectorate within 72 hours as required by Article 33 GDPR and inform affected individuals where Article 34 GDPR applies.

9.2 Retention periods

We keep personal data only as long as necessary for the purposes for which it was collected, or as required by law:

Data	Retention period
Enquiries that do not result in a contract	Up to 2 years from the last contact
Client contract and project correspondence	For the term of the relationship and 10 years thereafter, in line with the general limitation period for contractual claims under Latvian law
Accounting and tax documents	As required by Latvian accounting and tax legislation (generally 5 years, and longer for annual reports)
Delivered media assets and project files	Per the retention period agreed with the client, after which files are deleted or returned; where no period is agreed, 12 months after delivery
Voice demos and casting library entries	Until you withdraw consent, or 3 years from last activity
Talent and freelancer contracts	For the term of engagement and 10 years thereafter
Unsuccessful job applications	6 months after the recruitment process closes, or up to 2 years with your consent
Newsletter subscriber data	Until you unsubscribe, plus a suppression record to ensure we do not contact you again
Website server and security logs	Up to 12 months
Cookie and analytics data	As stated in our Cookie Policy; typically between the end of the session and 24 months
Children’s camp records	2 years after the activity ends, unless a longer period is required for safety or insurance reasons

When a retention period expires, data is securely deleted, destroyed or irreversibly anonymised.

10. Your rights under the GDPR

You have the following rights in relation to your personal data.

Right of access (Art. 15) — to be told whether we process your personal data and, if so, to receive a copy of it together with information about the purposes, recipients and retention periods.

Right to rectification (Art. 16) — to have inaccurate personal data corrected and incomplete data completed.

Right to erasure, the “right to be forgotten” (Art. 17) — to have your personal data deleted where it is no longer necessary for the purposes for which it was collected, where you withdraw consent and no other basis applies, where you successfully object to processing, or where the data has been processed unlawfully. This right does not apply where we are legally required to retain the data, or where retention is necessary to establish, exercise or defend legal claims.

Right to restriction of processing (Art. 18) — to ask us to limit the use of your data while its accuracy is verified, while an objection is assessed, or instead of erasure where you need the data preserved for legal claims.

Right to object (Art. 21) — to object at any time to processing based on our legitimate interests, in which case we will stop unless we can demonstrate compelling legitimate grounds that override your interests. You have an unconditional right to object to processing for direct marketing purposes, and we will stop immediately upon request.

Right to data portability (Art. 20) — where processing is based on consent or contract and carried out by automated means, to receive your data in a structured, commonly used, machine-readable format and to have it transmitted to another controller where technically feasible.

Right to withdraw consent (Art. 7(3)) — where processing is based on consent, to withdraw it at any time. Withdrawal does not affect the lawfulness of processing carried out beforehand.

Right not to be subject to automated decision-making (Art. 22) — we do not carry out such decision-making.

Right to lodge a complaint (Art. 77) — to complain to a supervisory authority.

How to exercise your rights

Send your request to privacy@digimedia.studio or to our postal address. Please describe your request clearly and provide enough information for us to identify you. We may ask for additional information to verify your identity, in order to protect your data from unauthorised disclosure.

We respond within one month of receiving your request. Where a request is complex or where we receive several requests from you, we may extend this by up to two further months and will inform you of the extension and the reasons for it. Exercising your rights is free of charge; we may charge a reasonable fee or refuse to act where a request is manifestly unfounded or excessive.

Supervisory authority

If you believe we have processed your personal data unlawfully, we ask you to contact us first so that we can try to resolve the matter. You are, however, always entitled to lodge a complaint with:

Data State Inspectorate (Datu valsts inspekcija) Elijas iela 17, Riga, LV-1050, Latvia Telephone: +371 67223131 Email: pasts@dvi.gov.lv Website: www.dvi.gov.lv

You may also lodge a complaint with the supervisory authority of the EU Member State in which you live or work, or in which the alleged infringement took place.

11. Transfers of personal data outside the European Economic Area

Digi Media serves clients in the EU, the United States and other markets, and we work with a distributed network of linguists and talent. As a result, personal data may in some cases be transferred to countries outside the European Economic Area (“EEA”) — for example when we use cloud, email, analytics or advertising services provided by companies established in the United States, or when a project is delivered by a linguist or voice artist resident outside the EEA.

Where such a transfer takes place, we ensure that one of the following safeguards under Chapter V GDPR is in place:

an adequacy decision of the European Commission covering the recipient country or framework (for example, the EU–US Data Privacy Framework in respect of certified US recipients);
Standard Contractual Clauses adopted by the European Commission, supplemented where necessary by additional technical and organisational measures identified through a transfer impact assessment;
another safeguard permitted by Articles 46–49 GDPR, or an applicable derogation under Article 49.

You may request information about the specific safeguards applied to a given transfer by contacting us at privacy@digimedia.studio.

12. Client material and our role as a data processor

Our clients frequently supply audio, video, script and text material for translation, recording, subtitling, dubbing, sound design or post-production. Such material may contain personal data — for example the voices and images of contributors, names in on-screen text, or personal data in corporate e-learning content.

In relation to that material, our client is the data controller and Digi Media acts as a data processor. We:

process such data only on the client’s documented instructions and only for the purpose of delivering the agreed services;
do not use client material to train artificial intelligence or machine learning models, or for any other purpose of our own, without the client’s express written authorisation;
impose equivalent obligations on any sub-processor, and engage sub-processors only as permitted by the applicable agreement;
keep such material within controlled, access-logged environments and delete or return it in accordance with the agreed retention period;
assist the client in responding to data subject requests and in meeting its own obligations under Articles 32–36 GDPR.

If you are an individual whose personal data appears in material supplied to us by a client and you wish to exercise your rights, please contact that client, who is the controller. If you contact us, we will forward your request to the relevant client without undue delay and inform you that we have done so, to the extent our confidentiality obligations permit.

13. Children’s privacy

The Website and our commercial services are directed at businesses and adult professionals. We do not knowingly collect personal data from children through the Website.

Where Digi Media organises an activity specifically involving minors — such as a children’s camp, a youth workshop or a training session for young participants — registration is completed by a parent or legal guardian, and the personal data of the child is processed on the basis of that parent’s or guardian’s consent, in accordance with Article 8 GDPR and Latvian law. Consent for photography, filming or the recording of a child’s voice is requested separately and may be refused or withdrawn at any time without affecting the child’s participation.

Where a minor takes part in a recording as a performer, engagement is arranged through the parent or legal guardian, who signs the applicable agreement and release on the child’s behalf.

If you believe that a child has provided us with personal data without the required consent, please contact privacy@digimedia.studio and we will delete that data without undue delay.

14. Changes to this Privacy Policy

We may update this Privacy Policy to reflect changes in our services, in the technologies we use, or in applicable law and regulatory guidance. The current version is always published at www.digimedia.studio/privacy-policy and is marked with the date of the last update.

Where a change materially affects how we use your personal data, we will inform you by a notice on the Website or, where appropriate, by email before the change takes effect. Where a change requires your consent, we will ask for it.

Previous versions are available on request.

15. Contact information

For any question about this Privacy Policy, about how we process personal data, or to exercise your rights, please contact us:

SIA “Digi Media” Latgales iela 322, Riga, LV-1063, Latvia Registration number: 40103855362

General enquiries: info@digimedia.studio Data protection enquiries: privacy@digimedia.studio Telephone: +371 20377021 Website: www.digimedia.studio

This Privacy Policy is published in English.