Privacy Policy

1. Purpose of processing personal data

We process your personal data for the following purposes:

• Photos, videos and consent documentation: Data is processed solely on the Customer's instructions and for the purposes defined by the Customer, as described in the consent or release form.

• Registration and administration: Data is processed for the purpose of providing the Service, including creating you as a user of the Service, managing your user, etc.

• Providing the Service according to our Terms: We inform you/carry out marketing according to the preferences you have provided to us. Our information and marketing may, if we have your consent, also take place via emails and text messages.

• Providing the Service to our business partners: If it is necessary for our business partners as independent Data controllers to provide services to you in connection with the Service.

• Improvement and development of the Service: Your data will be used for quality development of the Service, to ensure that the Service always works optimally and meets our customers' needs. Usage data may in anonymous form be shared with third parties who provide analytical and optimization services.

• Platform operation and security: we process limited technical data to ensure secure and reliable operation of the platform, including security monitoring, fraud prevention, service availability and technical support.

• Communication: Your data is processed for the purpose of answering specific inquiries from you and supporting you in relation to the Service.

2. Categories of personal data

Use of the Service presupposes that we obtain access to the following general personal data from you:

• Video and picture/image material including selfies with one or more recognizable/identifiable person(s) that constitutes information about the person(s) (a personal identifier) as well as metadata about the image and video recordings such as time and location.

• Name and email address as well as place of employment/organization directly and as part of a declaration of consent.

We do not process any personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation.

3. Legal basis for processing

The legal basis for processing your personal data follows from Article 6(1)(a) of the General Data Protection Regulation (consent).

Consent is obtained before recording, processing and storing of videos and images and consent is collected following the General Data Protection Regulation rules and recommendations from Danish Data Protection Agency. You have the right to revoke the consent you give at any time. However, if you withdraw your consent, the revocation will not affect the processing based on the consent prior to the withdrawal. Consent to our processing of your personal data can always be revoked by terminating your Account with us.

• Article 6(1)(b) (contract) of the General Data Protection Regulation, when data is necessary for our provision of the Service to you. This includes sharing your consent and consent information with our business partners as independent Data controllers.

• Article 6(1)(f) (legitimate interest) of the General Data Protection Regulation when data is processed in specific circumstances to pursue a legitimate interest, such as improving and developing products and services, answering inquiries, marketing or customer satisfaction surveys, or maintaining platform security and reliable technical operation. This basis may also apply when necessary for our business partners as independent Data controllers to provide services to you in connection with the Service.

• To enable us to comply with our legal obligations, including compliance with decisions of courts or public authorities, cf. Article 6(1)(c) of the General Data Protection Regulation.

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4. Who do we share your personal data with?

Data processors

In cases where it is necessary to be able to offer the Service, we share your personal data with companies that are so-called data processors for us. A data processor is a company that processes the personal data on our behalf and in accordance with our instructions. We have data processors who help us with, among other things:

• Marketing (social media and third parties marketing the Service or our business partners).

• IT services (companies that manage necessary operational activities, technical support and maintenance of our IT solutions).

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When your personal data is shared with data processors, it is only for purposes that are consistent with the purposes for which we have collected the data (e.g., to fulfil our obligations under our Terms) in accordance with this Privacy Policy. We check all data processors to ensure that they can provide adequate guarantees for the security and confidentiality of personal data.

We implement security measures designed to protect your information from unauthorized access. We maintain technical, physical, and administrative security measures designed to provide reasonable protection for your personal data against loss, misuse, unauthorized access, disclosure, and alteration. The security measures include firewalls, data encryption, physical access controls to data centres, and information access authorization controls. Your Account is protected by your Account password. You are responsible for securing and maintaining the privacy of your password(s) and Account/profile registration information and verifying that the personal data we maintain about you is accurate and current. We encourage you to take steps to keep your personal data secure by not disclosing your password.

We have agreements with all personal data processors whereby they guarantee the security of the processed personal data and undertake to comply with our security requirements as well as restrictions and requirements for the international transfer of personal data.

We or our data processors primarily transfer personal data to third parties (data processors) established within the EU/EEA, and to only a limited extent to data processors established outside the EU/EEA. In cases where personal data is transferred to data processors outside the EU/EEA, we ensure a legal basis for transfer in accordance with the data protection legislation in force at any given time. Where our infrastructure or support operations involve access outside the EU/EEA, international transfers are governed in accordance with GDPR:

• Primary transfer mechanism: Where applicable to the relevant recipient and transfer scenario, transfers to the United States are based on the European Commission's adequacy decision for the EU–US Data Privacy Framework (GDPR Article 45).

• Fallback mechanism: Where Article 45 GDPR is not applicable, transfers rely on appropriate safeguards under Article 46 GDPR, including the European Commission's Standard Contractual Clauses supplemented by technical and organisational measures such as encryption, access controls and audit logging.

• Exceptional use: Derogations under Article 49 GDPR are not used systematically and apply only in exceptional, non-repetitive circumstances.

Third parties that are independent data controllers

We also share your personal data with third parties who are independently responsible for their processing of personal data, so-called data controllers. The fact that a third party is an independent data controller means that it alone decides how the personal data provided to it is to be processed.

We may share information about you with third parties for our business purposes or as permitted or required by law, including:

• If we need to do so to comply with a law, legal process or regulations.

• If we believe, in our sole discretion, that the disclosure of Personal Data is necessary or appropriate to prevent physical harm, fraud or financial loss or in connection with an investigation of suspected or actual illegal activity.

• To investigate violations of or enforce a user agreement or other legal terms applicable to the Service.

• To protect our property, the Service and legal rights.

• To transfer personal data in connection with the sale of our business in whole or partly to the acquirer of our company or a company we plan to merge with.

• To support our audit, compliance, and corporate governance functions.

• We may share your data with public bodies (such as police, tax authorities or other authorities) if we are required to do so by law (Article 6(1)(c) General Data Protection Regulation).

With your consent:

• We share your personal data and other information with your consent, including if you authorize an Account connection with a third-party Account or platform.

• In addition, we may provide aggregated statistical data to third parties, including other businesses about how, when, and why users visit the Website and use the Service. This data will not personally identify you or provide information about your use of the Service.

We do not, have not and do not have any future plans to sell or commercialize your personal data to third parties.

We do not share your personal data with third parties for their marketing purposes. When your personal data is shared with a third party that is an independent data controller, that third party's privacy policy applies to its processing of personal data. You are encouraged to review the privacy policies of all relevant third-party websites and as for declarations of consent you can find a link to such privacy policies in the declaration of consent.

5. Deletion and storage of personal data

We will not store your personal data longer than necessary for the purposes for which it is processed. Photos, videos and consent documentation are stored for the period defined by the Customer and/or stated in the consent or release form.

We process your personal data as long as you are registered as a user in our system. For this purpose, we store your personal data to the extent necessary to fulfil the purposes stated in this policy and/or as required by applicable law.

If you have been registered as a user in the Service and wish to unsubscribe again, we will – at your request – generally delete your information as soon as possible and no later than 60 days after receipt of your request in accordance with the General Data Protection Regulation. As for declarations of consent the expiry time will be indicated in the declaration of consent.

6. Your rights

You have (subject to the limitations of the applicable personal data legislation) the following rights:

• The right of access to personal data. As for video and picture/image material you will only have access to material where you are personally identified. Where a video contains other identifiable individuals, access copies may be provided in a way that protects third parties, for example by redaction or other appropriate measures where technically feasible.

• The right to have incorrect and incomplete personal data rectified.

• The right to erasure of personal data.

• The right to have personal data restricted. When processing is restricted, we may still retain your personal data, but our use of your personal data is restricted. You can temporarily restrict the processing of your data by contacting us by email or the contact in the bottom of this page.

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7. Right to object

You have the right to object to the processing of personal data where the basis for our processing is legitimate interests, as set out above. If you object, we may no longer process your personal data unless we demonstrate compelling legitimate grounds for the processing that override your interests, rights and freedoms, or the processing is necessary for the establishment, exercise or defence of legal claims. You also have the right to object at any time to the processing of your personal data for marketing purposes, including objecting to profiling to the extent that it relates to direct marketing. If you object to our processing for direct marketing purposes, we will stop using your information for this purpose.

8. Minors

The Service is intended for users who are 18 years or older. We do not knowingly collect personal data from anyone under 18.

Where a customer uses the Service in relation to a Participant under 18, the Customer must ensure valid parental/guardian consent before recording and submitting any material. MediaCloud processes such data only on the Customer's documented instructions.

If we become aware that we have received personal data from a minor without valid consent, we will delete such information or restrict processing as instructed by the Customer, as applicable.

9. Changes to personal data policy

We reserve the right, in our sole discretion, to change, modify or otherwise amend this Privacy Policy at any time. Such changes and/or modifications will be effective immediately upon posting of our updated Privacy Policy on the Service. Your continued use of the Service following the posting of changes and/or modifications constitutes your acceptance of the revised Terms.

10. Cookies

This section applies to our public website. The consent and release signing flow on app.mediacloud.ai does not use marketing cookies.

By using the public website, you agree that we use cookies. The law states that we may store cookies on your device if they are strictly necessary to ensure the provision of the Service you have expressly requested to use. For all other types of cookies, we must obtain your consent to our and third parties' use of cookies on the Website. This is done insofar on the Website via your approval of our cookie banner (Cookiebot) and associated policy. You can revoke your consent at any time using Cookiebot.

Additionally, we utilize the following third-party services (not used on post-login pages):

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Please note that these third-party services have their own data collection and processing practices. We recommend reviewing the respective Privacy Policies of HubSpot, Plausible, and LinkedIn for further information. You have the option to control and manage cookies through your browser settings.

11. Contact us

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