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Privacy Policy for User Testing of video conferences

Valid from: 09.03.2020 / Last updated: 09.03.2020

1. Introduction

Thank you for your interest in being a part of the user testing of video conferences (the “User Testing”). Huddly AS, a Norwegian company with organization number 913 292 049 VAT (“Huddly”, “we”, “us”, “our”) is responsible for the User Testing. Huddly’s business address is Karenslyst allé 51, 0279 Oslo, Norway.

At Huddly, we continuously work towards bettering and perfecting our technology in order to provide our customers with a high quality experience of our products and services. In order to achieve this, we perform regular testing of both current and new technologies that are implemented in our products and services. By using the knowledge we gain through such testing, we can teach our artificial intelligence to make better user experiences. By being a part of the User Testing, you help us at Huddly to understand how we can take our technology to the next level through direct interaction, such as participating in testing our video conferencing products and experiences and allowing us to record this.

If you want more information about Huddly or the User Testing, please contact us through the contact information listed at the bottom of this privacy policy.

When you register for, or are selected as a participant for the User Testing, Huddly will collect, use and process your personal data. Huddly takes your data privacy seriously and processes your data in a secure and confidential way.

This privacy policy explains what personal data we process, how we process it, for what purposes and on what legal grounds. The privacy policy also explains what rights you have and can enforce in relation to our processing of your personal data.

2. Scope

This privacy policy applies to Huddly’s collection, use and processing of personal data when you register for, or are selected as, a participant in the User Testing as a private individual. This includes when you communicate with us regarding the User Testing through phone, email or alike.

Huddly is the controller for the processing of personal data in relation to the User Testing.

3. Processing of personal data in relation to User Testing of video conferences

3.1 Registering of potential testers
When you register to become a participant for the User Testing we have to process your personal data. When you register, you must fill out your e-mail address, age, current occupation, current employer, your technology comfort level, if you use technology tools for work and your availability schedule. In addition, you are requested to upload a photo of yourself. The personal data will be kept confidential and only accessed by personnel at Huddly if it is necessary for the purposes of handling and administering your application.

The legal basis for processing data as described in this section is your consent.

3.2 User testing of Huddly’s video conference experience
In order to better understand what makes a good experience, we will invite testers to participate in a real-time video conference. During the viewing, we will record you, including images and sound, to better understand and analyze your experience. When the video conference has ended, we will ask you questions face to face regarding your experience of the recordings, for which we will process your answers.

The legal basis for processing data in connection to online User Testing of far-end video experience is that the processing is necessary in order to perform the contract with you.

3.3 Training of Huddly’s artificial intelligence
In order to teach our artificial intelligence how to optimize the output of our cameras during a video conference, we process video recordings with sound and image about you. You will be participating with others in a conference room that is equipped with video conferencing gear, and we will give you further details on how to participate prior to starting the video conference.

The legal basis for processing data in connection with user testing of camera displays is that the processing is necessary in order to perform the contract with you.

3.4 Assistance
In order for us to answer any questions you may have in relation to the User Testing, we will process your personal data. You may contact us by email or phone. Depending on the assistance you need, we may ask you to submit additional personal data in order to provide you with the appropriate assistance.

The legal basis for processing data as described in this section is to fulfil your express request and to perform the contract with you.

4. Access to personal data

Information about you in relation to the User Testing will only be stored on Huddly’s servers or with entrusted subcontractors, cf. the below paragraph. Personnel at Huddly will have access to the personal data only if it is necessary for the purposes of the User Testing, and will process them in a secure and confidential manner.

Huddly uses subcontractors of IT-services, including Microsoft, Google and Mixpanel, in relation to the User Testing. These subcontractors will have access to personal data if the personal data is stored with the subcontractor or in other ways is available to the subcontractor in accordance with their contract with us. Huddly has entered into data processing agreements with these subcontractors, which act in accordance with the terms of the data processing agreement and under our instruction. The subcontractor can only use the personal data for the purposes decided by Huddly and as described in this privacy policy.

Huddly does not disclose personal data in other circumstances or ways than what has been described in this privacy policy, unless you explicitly request or consent to such disclosure.

5. Transfer of personal data to third countries

Huddly will not transfer personal data to third countries outside the EU/EEA that do not offer adequate protection, unless appropriate safeguards are in place, such as entering into EU standard contractual clauses or that the recipient of the personal data is EU-US Privacy Shield certified.

6. Security of processing

We handle your personal data in a secure way and have established procedures that satisfy the requirements as set out in data protection legislation. The security measures are of both technical, contractual and organizational nature. We conduct regular assessments of the security in all central systems that are used for the handling of personal data. We have also entered into agreements with our subcontractors Microsoft Azure, Google and Mixpanel that requires them to ensure adequate information security regarding the services they provide to us.

We limit the access to personal data that is processed in relation to the User Testing to personnel who have a need for access in order to carry out their tasks. We have mechanisms for access control so that personal data is only available for personnel with a justifiable need.

7. Deletion

We delete personal data when there is no longer a need to retain these for the purposes for which they were collected, see section 3.

If you have registered for the User Testing but are not picked to be a participant, we will inform you of this through e-mail and subsequently delete your personal data. This also applies if you receive an offer to become a participant but decline such offer.

If you have registered for the User Testing and you receive and accept an offer to become a participant, we will store your personal data for the duration of the contract, unless we are legally required to retain the data for a longer period of time, e.g. through book keeping legislation. In addition to this, Huddly will retain video recordings on their serves indefinitely. Such recordings are necessary in order for our current and future products to function throughout their lifetime and for us to provide our customers with the best user experiences.

8. Your rights

You have a number of rights in connection with Huddly’s processing of your personal data. If you have any questions or want to enforce your rights, we encourage you to contact us by using the contact information included in the bottom of this privacy policy.

Below, you can see what rights you have at all times:

  • Right to access: You have access to the data that is registered in relation to User Testing, to the extent that this right is not restricted by applicable law. You can gain access to this data by contacting us through the contact information listed at the bottom of this privacy policy. We reserve the right to require the person requesting access to verify their identity, to ensure that the personal data is disclosed to the right person.
  • Right to rectification or deletion: If data is incorrect or outdated you can request that we update, correct or delete it. We will, so far as possible, respond to a request to delete personal data, but we cannot do this if there are compelling reasons not to delete, for example, that we must store the information for documentation purposes.
  • Right to withdraw consent: If you have consented to us processing your personal data in order to participate in the draw out of testers, you may withdraw this consent at any time by contacting us through the contact information listed at the bottom of this privacy policy.
  • Right to lodge a complain with a supervisory authority: If you disagree with the way Huddly processes your personal data, you can lodge a complaint with the relevant supervisory authority (in Norway: Datatilsynet). We hope that you choose to contact us first.

9. Changes to this policy

Huddly may make changes to this privacy policy. You will always find the latest version by clicking on the link you received when signing up for the User Testing. We will notify you by e-mail in case of material changes.

10. Contact information

If you have questions or comments regarding this privacy policy or how Huddly processes personal data in relation to the User Testing, please contact us in in the following ways:

Per email:
usertesting@huddly.com

Per post:
User testing
Huddly
Karenslyst allé 51
0279 Oslo