Icareus Video Cloud Privacy Policy

Information Collection and Use

We collect several different types of information for various purposes in order to provide and improve the Service.

Types of Data Collected

Personal data of Icareus Video Cloud administrative users

When logging in to Icareus Video Cloud, the Customer’s administrative user must authenticate to the Service. The same contact details may also be used for communication related to customer service (“Personal Data”). The following data is processed about administrative users:

• Email address
• First name and last name (optional)
• Phone number (optional)
• Postal address, postal code, city and country (optional)
• Cookies and usage data

 

The Customer grants its administrative users access to the Service and defines their access rights to the Customer’s account. The Customer can also delete unnecessary administrative user accounts from the Service during the contract period.

Administrative users are linked only to the Customer’s own account and agreement. When the use of the Service ends, all of the Customer’s administrative users and the data related to them are deleted from the system, and they are removed from backups at the end of the backup retention period, within 14 days at the latest.

Access to all web-based administration tools is protected with passwords and encrypted HTTPS connections. Videos can also be published publicly without login. Content can additionally be protected in various ways, for example with geoblocking, IP address ranges, passwords or login. System administrators log in to the servers using certificates.

 

Usage data of administrative users

The primary purpose of collecting administrative users’ usage data is to provide the Customer and Icareus with tools for investigating problems and errors, and to enable Icareus to serve the Customer in connection with support requests.

When the administration interface of the Service is used with a web browser or another device, we automatically collect certain technical information (web analytics), such as the type of device and browser used, the unique identifier of a mobile device, the IP address and other diagnostic data.

In addition, we log the actions that administrative users perform in the Service, such as creating videos and events, importing videos into the system, and editing and publishing videos (“Usage Data”).

Usage Data is retained for a maximum of two (2) years. Usage Data is not disclosed to third parties, except to the service providers described in this Privacy Policy for providing the Service, or on the basis of a legal obligation.

 

Personal data of Icareus Video Cloud end users

An end user means a person who is not an administrative user of the Customer and who watches the Customer’s virtual or hybrid events or videos that are managed and distributed through an Icareus Video Cloud customer account. End users can watch videos or events through websites maintained by Icareus, on other organizations’ websites in which the videos or events have been embedded, or in separate applications developed either by Icareus or by a third party.

Icareus does not collect personal data from end users for its own purposes. However, the Customer can configure registration or login forms for events or other video services, through which an end user registers as an event participant or as a user of the video service on an account managed by the Customer, or through which the end user is identified for access by comparing the information they enter with information the Customer has stored in Icareus Video Cloud (“End User Personal Data”). Depending on the configuration defined by the Customer, End User Personal Data may include, for example:

• Email address
• First name and last name
• Phone number
• Postal address, postal code, city and country
• Subscription and payment transaction data
• Posts on event message walls and answers to polls and surveys
• Cookies and usage data

 

The Customer manages end user accounts and deletes unnecessary end user accounts and the related data from the Service during the contract period.

All registration, login, participation, message wall and poll data related to an event is deleted from the system when the Customer deletes the event from its Icareus Video Cloud account.

End users are linked only to the Customer’s own account and agreement. At the latest when the use of the Service ends, all of the Customer’s end users and the data related to them are deleted from the system, and they are removed from backups within 14 days at the latest.

 

Data of Icareus Telly display devices

For Smart TV and display devices running the Icareus Telly application, technical data is processed, such as a device identifier, IP address, application version, log and error information, and content playback and display data. Further details are provided in the Icareus Telly Privacy Policy.

 

End user tracking and cookie data

We use cookies and similar tracking technologies in Icareus’s video analytics tools to track end users’ viewing of videos and event streams, participation in events, and payment and login transactions.

Cookies are small text files that a website stores on the user’s device and that may contain a unique identifier. In addition to cookies, other tracking technologies, such as tags and scripts, may be used to collect information and to analyze and improve the Service.

Cookies that are strictly necessary for the operation of the Service are used without separate consent. Non-essential cookies, such as analytics cookies, are used only with the user’s consent, which can be withdrawn at any time. When videos or events from the Service are embedded on the Customer’s own website, the Customer is responsible for collecting cookie consent in its own service.

You can also set your browser to refuse cookies or to indicate when a cookie is being sent. If you refuse cookies, some parts of the Service may not function properly.

The cookies we use are:

• Session cookies: cookies that are strictly necessary for the operation of the Service, for example to keep users logged in.
• Preference cookies: cookies used to remember the user’s choices and settings.
• Security cookies: cookies used to ensure the security of the Service and its users.
• Analytics cookies: cookies used to collect viewing statistics (only with the user’s consent).

 

Icareus can also configure video services to operate without cookies in cases where the use of cookies and the collection of viewing data is not possible due to the Customer’s requirements or applicable legislation.

 

Use of Data

Icareus uses the collected data for the following purposes:

• To provide and maintain the Service
• To notify Customers about changes to the Service
• To enable Customers to analyze the consumption of their content and develop their services
• To enable end users to access services that require authentication and to participate in interactive features of the Service
• To provide customer service and support
• To improve the Service through analysis
• To monitor the use of the Service and prevent misuse
• To detect, prevent and resolve technical issues
• To comply with legal obligations

 

Personal data is not used for automated decision-making that would produce legal effects or similarly significant effects concerning the data subject. Personal data is not sold or disclosed to third parties for marketing purposes.

 

Legal Bases for Processing

When Icareus processes personal data on behalf of the Customer, the legal basis for processing is determined by the Customer as the controller. When Icareus acts as a controller itself, personal data is processed on the following bases:

• Contract and legitimate interest: performance of the agreement with the Customer and management of the customer relationship (Article 6(1)(b) and (f) GDPR).
• Legitimate interest: maintaining the Service, ensuring security, preventing misuse and developing the Service (Article 6(1)(f) GDPR).
• Legal obligation: for example, obligations under accounting and tax legislation (Article 6(1)(c) GDPR).
• Consent: non-essential cookies (Article 6(1)(a) GDPR and Section 205 of the Finnish Act on Electronic Communications Services).

 

Data Retention and Deletion

Personal data is retained only for as long as necessary for the purposes described in this Privacy Policy or for the period required by law:

• Usage Data of administrative users: up to two (2) years.
• Data of administrative users and end users: for the duration of the contract period or until the Customer deletes it. When the agreement ends, the data is deleted from the system and from backups within 14 days at the latest.
• Event-related data: until the Customer deletes the event.
• Technical log and diagnostic data: up to 1 month.
• Customer relationship and invoicing data: for the duration of the agreement and thereafter for the period required by law, such as the Finnish Accounting Act.

 

Data Storage and Transfers

For all our Customers operating in the EU, Icareus Video Cloud services are provided and data is stored on servers located in data centres within the EU.

Icareus does not transfer personal data outside the EU/EEA. If the Customer requests the use of third-party services, such as Google Analytics (see section Analytics), the relevant service provider may transfer data outside the EU/EEA. In such cases, the transfers are based on transfer mechanisms under the GDPR, such as the European Commission’s Standard Contractual Clauses or the EU–U.S. Data Privacy Framework.