What is General Data Protection Regulation (GDPR)?

General Data Protection Regulation (GDPR) means that EU citizens have the right to know how their data is being used by companies. It also gives them more control over what data is being used.

Your data is defined as:

“Any information related to a natural person or ‘Data Subject’, that can be used to directly or indirectly identify the person. It can be anything from a name, a photo, an email address, bank details, posts on social networking websites, medical information, or a computer IP address.”

woman watching captions on mobile phone

What categories of personal data covered by GDPR data protection does Ai-Media collect?

The categories of personal data we collect and process depends on how you are interacting with Ai-Media. We typically collect the following categories of personal data:

  • User names, email addresses, phone number and addresses. We may combine this with publicly available information (such as social media sites);
  • Information you submit through one of our forms;
  • Chat transcripts between users and captioners;
  • Web page and email activity. This includes our web pages you have visited and which emails you have opened and clicked; and
  • Video content and metadata, and captioning and transcripts, to the extent they contain personal data.

Our GDPR Policy – The Details

We understand that Ai-Media’s customers require clarity over their GDPR obligations whilst utilising Ai-Media products and services. Ai-Media is committed to assisting our customers in achieving GDPR compliance and other relevant local data related regulations.

As part of this commitment, Ai-Media has regularly updates its Privacy Policy to reflect the requirements of this dynamic space to ensure our policies and procedures on handling and securing personal data complies with GDPR requirements.

To comply with these requirements more specifically, Ai-Media:

  • utilises top of class security protocols to ensure protection of personal data throughout all of Ai-Media’s systems and workflows.
  • has processes in place to notify regulators and its customers in respect of any breaches in respect of personal data.
  • ensures that employees dealing with personal data are subject to strict confidentiality and privacy obligations.
  • continually provides and plans for adherence of security measures and precautions in accordance with GDPR.
  • ensures that personal data from EU based customers is held on Amazon Web Services servers which are certified as compliant with GDPR for security and privacy. These AWS Servers are also certified under the EU-US Privacy Shield which further complies with GDPR requirements.
  • ensures that any personal handled by sub-contractors is de-identified and anonymised (via Cognito) and hold each of them to strict confidentiality, privacy and data security obligations as we provide to our customers in compliance with GDPR requirements.
  • where applicable, assists its customers in responding to data subject requests that may be received under GDPR.
  • allows its customers the right to be forgotten in which a customer’s personal data may be deleted (on a granular or whole level) on request.
  • allows customers to correct and amend personal data promptly on request.
  • may create bespoke workflow solutions to further cater for unique customer security requirements.

FAQs

Creating an account

We ask for various details when you create an account with us such as name, email, phone number, and country. We use this information to communicate with you about the status of any orders you place and update you of any service interruptions or developments. We store this data in our own managed database. We do not share or sell your data to any other third parties.

Using our services

Our core services involve the conversion of video and audio we receive from our clients into written form. The content of the files and live streams we receive may contain personal data which we need to process in order to perform the contract we have with our clients.

In the case of a live broadcast, the live stream is sent to captioners who then convert the audio to text in real-time and deliver these words to a target destination. We store the text in our database to facilitate customer access to transcripts, and for quality and training purposes (including machine learning). Depending on the live service we are delivering, we may store a recording of your live stream. You should let us know if you wish to have these deleted via email info@ai-media.tv.

The same principles apply for recorded content you provide for captioning or transcription services. We provide access to that media file to captioners who convert the audio into written form. That text data is stored on our database. We usually retain a copy of your file for any future edits that are required. If you wish for your files and text versions to be deleted, let us know via email info@ai-media.tv.

Visiting our website

We use website cookies to track your use of our website. Most often this is anonymous and we use this information to understand what content people like reading. If you have provided us with your personal data or you have made an enquiry for services, your behaviour on our website may be captured with your customer record in our database. We do not track any online activity whilst you’re browsing other websites.

You are asked to accept our use of cookies on our website when you first visit. You can choose to not to accept and, as most of our cookies relate to analytics, most functions of the site should still work.

Newsletter

We use website cookies to track your use of our website. Most often this is anonymous and we use this information to understand what content people like reading. If you have provided us with your personal data or you have made an enquiry for services, your behaviour on our website may be captured with your customer record in our database. We do not track any online activity whilst you’re browsing other websites.

You are asked to accept our use of cookies on our website when you first visit. You can choose to not to accept and, as most of our cookies relate to analytics, most functions of the site should still work.

Other Services

Ai-Media uses selected third-party service providers for managing our contacts and marketing communications. As part of the provision of these services, some personal data is transferred to these providers for processing on our behalf. These include:

  • Hubspot – to manage our customers and prospective customers. In this case, Hubspot is the “processor” of your data. The core HubSpot products are currently hosted in U.S.-based data centres. Public content is globally distributed through HubSpot’s content delivery network to ensure a positive user experience and address potential distributed denial of service attacks and similar threats. HubSpot’s service is Privacy Shield certified and HubSpot offers a Data Processing Agreement for EU-based customers. These guarantees are structured to assure the appropriate groups that HubSpot’s data-handling processes meet rigorous policy requirements. More information can be found in their Privacy Policy and Data Privacy
  • Google Analytics – anonymous data helps us understand how people use our site which helps us design site improvements for you. We also use cookies to deliver ads to people who have visited our website and measure the performance of our advertising campaigns. For more information on Google’s policy, check this page.
  • Facebook – we use cookies to measure the effectiveness of our advertising on Facebook and retarget advertisements on Facebook. Check Facebook’s GDPR policy page here.
  • MailChimp – we use this service to send email and manage some of our subscriber lists. Information you provide will be transferred to MailChimp for processing in accordance with their Privacy Policyand Terms of Use.

If you have any questions about your data, or would like it removed from our systems, please get in touch with us via email info@ai-media.tv

Where does Ai-Media process customer data and what technical security measures do we have in place?

Ai-Media hosts our customer data in data centres in Australia, the US, or the UK. To safeguard the confidentiality and integrity of customer data, we employ various security measure including user authentication, session verification, access control settings, transportation layer encryption and security, and more. All user data is stored in a secure Oracle database cluster which is only accessible from inside Ai-Media’s network. Access is restricted to members of our engineering team solely for troubleshooting and otherwise maintaining the services.

Some companies that provide services to us run their services from outside the European Economic Area (EEA). We only let that happen if we are satisfied with their levels of security. Keep in mind that when you give us personal information it could be being transferred, stored or processed in a location outside the EEA.

It’s important to note that no data transmission over the Internet can be guaranteed to be 100% secure.