Legal

Privacy Policy

Introduction

Mediasignal Communications Oy & ImageBank X DAM (“we,” “our,” “us”, “processor”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and disclose information when you use our ImageBank X Digital Asset Management (DAM) software (the “Service”). This policy complies with the General Data Protection Regulation (GDPR) in the EU and relevant U.S. laws, where applicable.

Information we collect

In order for ImageBank X to function and for us to deliver the best possible experience, we collect certain information. In general, we collect information to:

  • Provide, maintain, and improve the Service
  • Ensure security and compliance with legal obligations
  • Offer customer support and send important notifications
  • Analyze and enhance software functionality

Personal information

The personal information we collect from users when signing up or using the service is used only for the purposes of the service and its management. The following information is collected for the use of the service:

  • Name
  • E-mail address
  • Registration information, such as username and password

The service also has optional personal data fields available for users, if they wish to provide extra information about themselves:

  • Company
  • Info
  • Avatar / Profile Image

Usage data

In order to ensure legal & security compliance, and to be able to identify inefficiencies, improve performance, and ensure a seamless experience, we collect certain usage data from ImageBank X, including:

  • HTTP Request Logging, which contains client IP address & user agent information
  • Web Service Logging, which contains technical details about the functionality of the service

Marketing and customer register information

Marketing and customer register information can be obtained through the information in Mediasignal’s Hubspot system as well as from publicly available website sources. Information can also be obtained through customer relationship, from Mediasignal’s website, from our product ImageBank X (e.g. form submissions).

The data is located in the following cloud service systems:

  • Hubspot – cloud service system
  • Dealfront – cloud service system
  • D&B Hoovers – cloud service system
  • Microsoft Office 365 – cloud service system

The personal information we collect from users in connection with the use of the Site includes information necessary for the purpose of processing the personal data. For example, we can collect the following information:

  • Contact information, such as name, email address, phone number, organization, organization address
  • Information relating to marketing authorizations

Digital Marketing Service Providers

We periodically appoint digital marketing agents to conduct marketing activity on our behalf, such activity may result in the compliant processing of personal information. Our appointed data processors include:
(i)Prospect Global Ltd (trading as Sopro) Reg. UK Co. 09648733. You can contact Sopro and view their privacy policy here: http://sopro.io. Sopro are registered with the ICO Reg: ZA346877 their Data Protection Officer can be emailed at: dpo@sopro.io.

Purpose and legal basis of the processing of personal data

We process your personal information for the following purposes:

  • Producing, providing, developing, improving and securing the site and services;
  • User-specific site personalization;
  • Site analysis and statistics;
  • Prevention and detection of abuse;
  • Protecting site rights and / or property
  • Communications relating to our website and services, managing customer relationships;
  • Producing, providing, developing, improving and protecting our website and our services;
  • User-specific Website Personalization and Advertising Targeting;
  • Site analysis and statistics;
  • Market research and electronic direct marketing in accordance with the Personal Data Act and the Electronic Communications Privacy Act;
  • Prevention and detection of abuse;
  • Protection of site-related rights and / or property; and
  • Other similar uses

The processing of personal data is based on the legitimate interest of the processor to provide the service. The data subject has consented to the processing of his or her personal data for one or more specific purposes.

Data sharing and Transfers

We do not sell your personal data. We only use personal data to provide the ImageBank X service to you.

We may disclose your Personal Data to fulfill our legal or contractual obligations, such as complying with applicable laws, responding to lawful requests from authorities, adhering to valid court orders, or meeting other legal requirements. Additionally, if our business undergoes a reorganization, merger, acquisition, or asset transfer, we may transfer the data under our control, including Personal Data, as part of that process.

Additionally, as the Data Processing Agreement & ImageBank X subprocessors list available at imagebankx.com/sub-processors states, we are using certain 3rd party subprocessors in order to offer the service. These subprocessors can process the personal data in the service, to provide the necessary functionality of the subprocessor in question. The purpose of each subprocessor can be found at the subprocessor list.

Technical and organizational measures

The processor undertakes to take appropriate technical and organizational measures to ensure a level of security appropriate to the risk, taking into account the latest technology and implementation costs, the nature, scope, context and purposes of the processing and the nature and severity of the possible updates to the Registrar’s instructions.

The processor shall also take measures to ensure that any natural person acting under the authority of the processor who has access to the personal data only processes it in accordance with the instructions of the Registrar.

Access to personal information requires adequate rights and authentication. Unauthorized access is prevented by a firewall and other technical protection. Only the processor and the subprocessors have access to the personal data. Processor’s all staff members are bound by NDA. The information in the service is backed up and can be restored if necessary.

Principles of protection of personal data

Personal information is kept confidential. Access to the register is restricted only to persons employed by Mediasignal who need that information in their work. The data network and hardware of the controller and its potential IT partners, where the register is located, is protected by a firewall and other necessary technical measures.

Your rights and influence

You have the right to verify the information about yourself in our registers, the right to claim erroneous information, the right to prohibit the processing of personal data concerning you in direct marketing, and otherwise to exercise your rights under the Personal Data Act.

At your request, we will correct, delete or supplement personal information that is inaccurate, unnecessary, incomplete, or out of date for the purpose of the processing. You can use the rights listed above by contacting our customer service info@mediasignal.fi/2021.

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