Introduction & Definitions

1.  Introduction & Definitions

1.1 Definitions
"Define Media" or "we/us/our” means Define Media Group Ltd., its affiliates, partners, employees and agents. "you" means you; the user of this website and "your" shall be interpreted accordingly. "this website" refers to www.definemedia.net. "user information" means the personal details which may be provided by you to us via this website. “user account” means an account registered by you on our GiGaSoft platform that allows you to upload, store, manage and publish your content including webcasts, videos, events or services and contribute to discussion forums and receive e-mail alerts; the rights and access permissions granted to your user information when you register. "users" means the users of the website. "access restricted content" means webcasts, videos, events or services which require users to enter their username and password before being able to access them. "agent" means a third party user whose user account is associated with other user accounts or has been given permission as an agent to access, view and administer your GiGaSoft platform User Account.
 
1.2 Introduction
We respect your privacy. Your personal information is secure. Define Media does not collect or use your information for any purpose other than as specified at the time of collection of the information. We will not share your personal information with third-parties or for marketing purposes, but we may use your registered details to contact you with information relating to your account or to fulfil your requests for our products and services or in response to your enquiries.

We are committed to protecting your privacy when you use our services and we ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint. 

Define Media collects uses and is responsible for certain personal information about you. When we do so we are regulated under UK Data Protection Legislation and the General Data Protection Regulation (GDPR) which applies across the European Union and we are responsible as ‘controller’ of that personal information for the purposes of those laws.

For the purposes of the Data Protection Act 1998, the data controller is Define Media Group Ltd. ICO Register No: Z1638650.

Publishing and Accessing Content

2.  Publishers, Viewers & Agents

2.1  User Account
By registering to open a GiGaSoft platform User Account as a publisher, a viewer or an agent or administrator on behalf of another user, you acknowledge that you have read this Privacy Policy and you consent to the collection, use and disclosure of specified personal information as set out in this Privacy Policy.
 
2.2  User Agent
By allowing an agent or third party user to access, view and manage your account, you acknowledge and consent to the disclosure of your user information and information related to your user account to that third party, and to their use of that information. 
 
2.3  Access Restricted Content
By viewing access restricted content, that requires you to first enter your personal contact details in order to view the content, you consent to your user information being made available to and used by the provider of that access restricted content and any agents whose user accounts are associated with that provider's user account.
 
Note that you may not be presented with a log in screen if you view access restricted content (whether or not the content has been embedded in another party's website) if you are already logged in to this website.

2.4  Sharing and Distributing your Content via Feeds
By sending feeds of your content to another user's account through direct sharing from your account to their account or by distributing your content to subscriber groups, you acknowledge and consent to the disclosure of your user information and information related to your user account to that third party, and to their use of that information and the content you share with them.  

Collection & Use of Information

3.  Collection & Use of Information

3.1 The information we collect
To register in order to open a GiGaSoft platform User Account you must enter personal information on the website. We will retain your user information so that we can operate your user account and give it to any third party company which processes it on our behalf.
 
The types of personal information that may be collected from you include: name, address, e-mail address, company name, information about your market segment, your job title and country. We may also collect certain non-personal information when you visit our website such as the type of browser you are using, the type of operating system you are using and the domain name of your internet service provider.  When using this website you may encounter areas such as alerts, discussion forums or video services where you may be asked to enter your user information before you can access such areas.
 
3.2 How we use the information we collect about you
The information we collect form you will be stored on our secure servers within the European Economic Area. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

 
We shall be entitled to use your user information for the following purposes:

i)  market research, including statistical analysis of user behaviour which we may disclose to third parties in a depersonalised, aggregated form;

ii)  in order to enable us to comply with any requirements imposed on us by law;

iii)  in order for us to contact you with information relating to your user account;

iv)  in order for us to deliver e-mail notifications, alerts, shared or distributed content to which you subscribe; or

v)  to fulfil your requests for our e- mail alerts, programs, and services and to respond to your inquiries about our services.

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vi) The information we collect in connection with our online discussion forums and communities is used to provide an interactive experience. Such user information will only be used for the purposes for which it was collected, for any other purposes specified at the collection point and in accordance with this Privacy Policy. We use this information to facilitate participation in these online discussion forums and communities. Personal user information such as full name, e-mail address or company name of users commenting on discussion forums will not be revealed to the content providers or forum owners.  Only your public display Screen Name will be used when you submit comments on discussion forums. You can use the 'Report' facility on broadcasts and forums if you want to submit comments or feedback and to reveal your personal contact information directly to the content providers.

3.3 Disclosure of your Information
We do not disclose your personal information to third parties to enable them to send you direct marketing without your permission to do so. We do however reserve the right to disclose the information (i) to agents to whose account you have associated your user account, (ii) to the providers of any access restricted content you attempt to access and any agents whose accounts are associated with that provider's user account, (iii) to appropriate third parties for the purposes of verifying personal information and (iv) as required by law.

3.4 E-mail Alerts, Feeds, Sharing and Distribution of Content
Content distributed through our platform sharing and distribution features and integrations may result in displaying some of your personally identifiable information outside of Define Media. For example, when you invite a non-user to register in order to receive your content feeds; when you share your content with another user or when you distribute your content to groups, your content, including your name and company name as the publisher, may be displayed to the recipients to whom you have invited to register, shared or distributed your content. Some communications you initiate through our services (e.g., an invitation to a non-User) may list your e-mail address, name and company name in the invitation e-mail message they receive.

3.5 Sharing: You may share your content with specific registered Users that you know and have permission from them to share your content with their accounts.  If you share your content with other registered Users' accounts, you should be aware that any personally identifiable information such as your name and company name as the publisher may be displayed to the recipients in the communication e-mail they receive together with your shared content information. Define Media is not responsible for the content you choose to share with specific Users.
 
3.6 Distributing: You may distribute your content to groups such as Sectors, Markets and Regions that meet a specific criteria for a specific type of content. Selecting a combination of targeted User company Primary Activity(s) plus Sector(s) or Markets and Region(s) categories may lead to a match with recipients that have selected corresponding categories for receiving content distributed to such groups.  If you distribute your content to user groups, you should be aware that any personally identifiable information such as your name and company name as the publisher may be displayed to the recipients in the distribution e-mail they receive together with your shared content information. Define Media is not responsible for the content you choose to distribute to groups.

3.7  Receiving: You may receive e-mail invitations to accept content distributed by other registered Users.  Selecting a combination of preferred Sector(s) or Market(s) and Region(s) from which to receive distributed content may lead to a match with publishers that have selected corresponding categories for distributing content to such groups. Your account will receive these feeds only if your registered company Primary Activity matches the publisher's targeted users' company Primary Activity and the group category selections.  If you do not wish to receive any distributed feeds from other registered Users, do not set Feeds Inbox options on your account.

3.8  Email Alerts: You may receive Instant, Daily or Weekly e-mail alerts linking to new broadcasts published by specific presenting companies or publishers or to Sector(s) or Market(s) and Region(s) that match your preferred Publisher(s), Sector(s) or Market(s) and Region(s) categories for the e-mail alerts you wish to receive. If you do not wish to receive any e-mail alerts linking to newly published content, do not select any categories in the E-mail Alert Settings on your GiGaSoft platform account.

3.9  Searching: We offer search services to help find information and content published on our portal and to find other Users, for example; you can search for Users by e-mail address or by their company name in order to invite them to receive your shared content into their accounts. We use information from User profiles to inform and refine our search service. In order to invite, share or distribute your content to other Users that are registered on the GiGaSoft platform, you may use the search facility to find the Users and send invitations or you may enter e-mail addresses of people you know if they have not registered for a GiGaSoft platform user account. The names and e-mail addresses of people whom you invite will be used to send your invitations and reminders. Please note that when you send an e-mail invitation to another User or a non-User, the recipient will have access to your e-mail address because it may be displayed in the invitation message.
 
3.10  Comments & Discussions: Viewers can submit broadcast related comments to publishers as well as participate in the discussion forums. Your comments, feedback or participation in discussion forums must adhere to the House Rules.
 
3.11  Submitting Reports or Feedback
The 'Report' facility on our website and media players provides a means for direct communication between you and content providers. When you use this facility and provide your contact details, please be aware that you are contacting the content provider directly. By submitting your contact details via the Report facility, you agree to receive communication directly from the content provider in response to your report or feedback. Define Media does not guarantee that the content providers will reply to your report.

3.12  Embedded video players, playlists and WebTV  Channels
We may allow you and other users to embed or frame video broadcasts and other related multimedia content in single players, playlists and WebTV channel Applets published on third party websites through our services. By completing the comment form to submit your comments, reports or feedback via our embedded services that are on other websites, please be aware that you are contacting the content provider directly and agree to receive communication directly from the content provider in response to your comment, report or feedback.

3.13  Registering to join channels on third party sites using our embedded services
If you are registering for a GiGaSoft User Account via third party websites that use our embedded services such as integrated webtv portals, channel applets, multimedia playlists and other similar framed services, please be aware that you are registering to join the community and database that is owned and controlled by those website owners on which our services are embedded. If you do not want to give your personally identifiable information to third party website owners, refrain from registering for access via our embedded services on those third party websites.

Our framed Applet services, on third party websites, are identifiable through the 'WebTV by GiGaSoft' branding together with the "Terms of Use" and of "Privacy" links to our websites found on the registration and login forms of the embedded service on those third party websites. All of your GiGaSoft platform User Account information registered via our framed services on third party websites will be located in your account profile from where you can edit the details at any time.

Cookies, Beacons & Third Parties

4.  Cookies, Beacons & Third Parties

4.1 Cookies and Web Beacons
We collect IP addresses for the purposes of system administration and to audit the use of our website such as gathering demographic information to generate user statistics for content providers.
 
Each time you log onto our site and each time you request one of our pages, our server logs your IP address. Although we log your session with us, we will not normally link your IP address to anything that can enable us to identify you personally. However, we can and will use IP addresses to identify a user when we feel it is necessary to enforce compliance with our Terms and Conditions, or to protect our service, website, users or others.
 
To enhance your experience with our website, many of our web pages use cookies. If you do not want information collected through the use of cookies, there is a simple procedure in most browsers that can warn you whenever a cookie is about to be set and allows you to deny or accept the cookie feature. However, some services may be affected and functionality of the website may be restricted if the cookie option is deactivated or rejected.
 
Web beacons are small pieces of code placed on a web page to monitor the behaviour and collect data about the visitors viewing a web page. For example, web beacons can be used to count the users who visit a web page or to deliver a cookie to the browser of a visitor viewing that page. We may use web beacons on this website from time to time for this and other purposes.

Visit our Cookies Policy page for detailed information on what cookies are, which cookies and web beacons we set and how each is used on our website including information on how to control and remove cookies from your viewing device.
 
4.2 Collection of information by third parties
Please note that Define Media portal and other information pages carry information from different sources and content providers.  Some parts of our website contain links to other websites whose information practices may be different from ours.  If you follow a link to any of these websites, please note that they have their own privacy policies. Please check these before you submit any personal data to these websites as we have no control over information that is submitted to, or collected by them. 
 
Some parts of the website covered by this Privacy Policy may use a reputable third party to present or serve the advertisements that you may see on this website. These third party ad servers may use cookies, web beacons or similar technologies to help present such advertisements, and to help measure and research the advertisements' effectiveness. The use of these technologies by these third party ad servers is subject to their own privacy policies and is not covered by our Privacy Policy. 

Data Security & Your Rights

5.  Data Security & Your Rights

5.1  Our Commitment to Data Security
We use both technical and organisational security measures to protect all data collected via this website from accidental or intentional manipulation, loss, destruction or access by unauthorised persons. These security measures are continuously being improved in line with technological developments.
 
5.2  How You Can Access or Correct Information
You can at any time access and amend the personal information that you registered on this website via the ''User Profile” section of your password protected account within the website. You can update, amend and correct any of your previously collected user information stored on your user account.
 
5.3  Your Rights
You have the right to ask us not to process your personal data for marketing purposes. We will inform you (before collecting your data) if we intend to use your data for marketing or if we intend to disclose your information to any third party for such purposes.
 
You can prevent such processing by checking the correct box on any data collection form presented to you at any time when such disclosure is intended. You can also exercise the right at any time by contacting us at privacy@definemedia.net.  Through your user account you can decide which types of e-mail alerts or communications you wish to receive from us.
 
5.4  Policies Contact
We are committed to working with you to resolve, quickly and fairly, any complaints you may have about the protection of your personal information. If you have any questions or comments, please contact us through privacy@definemedia.net.
 
5.5  Changes to our Privacy Policy
From time to time, we may update this Privacy Policy. We will notify you about material changes in the way we treat personal information by placing a notice on our website. We encourage you to periodically check back and review this policy each time you use or access the Define Media website, noting the "Last Updated" information at the bottom of this page so that you always know what information we collect, how we use it, and to whom we disclose it.

GDPR Compliance

6. GDPR compliance and implementation plan

We are committed to keeping your data safe so we have updated your privacy policy. We’ve done this in line with the General Data Protection Regulation, which is a change to the law on personal information. We’ve updated our privacy notices to show the new and strengthened rights in relation to your data and the legal grounds for using it. We have updated our privacy policy and cookies policy and when required we are updating contracts to include a data processing amendment.

We have undertaken the following actions in connection with GDPR compliance:

  • modifying our products to reduce collection of personal data and ensure compliance with GDPR requirements for processing personal data including making sure our data deletion practices comply with GDPR’s right of erasure requirement;

  • implementing appropriate product design policies technical and organisational measures to ensure privacy principles and protection of personal data against unauthorised or unlawful processing and accidental destruction or loss;

  • reviewing our security practices to ensure that the personal data we process on behalf of our customers, through their use of our services, is adequately protected;

  • inclusion in any contract with subcontractors, who will process personal data directly or indirectly on behalf of Client or Affiliates, provisions in favour of Clients and Affiliates which are equivalent to those in this policy;

  • promptly referring to Clients and Affiliates any requests, notices or other communication from data subjects, the Information Commissioner or any other law enforcement authority, for Clients and Affiliates to resolve;

  • at no additional cost, provide such information to Clients and Affiliates as they may reasonably require, and within the timescales reasonably specified by Clients and Affiliates, to allow them to comply with the rights of data subjects, including subject-access rights, or with notices served by the Information Commissioner;

  • updating our privacy policies to keep our website visitors and customers informed of how we may collect and use their information and reviewing our marketing practices to ensure we are communicating with prospects and customers in a manner that respects their rights under GDPR;

  • Further updates and changes may be made to ensure continued compliance with privacy regulations that apply to Define Media's provision of services and marketing practices.

Version Update

Last updated:  April 2019