What is GDPR?

GDPR data protection 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."

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.

We have a few scenarios where we collect your data to facilitate your transactions and interactions with us.

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.


To sign up for our newsletter, we ask for your name and email address. We use this data to send you news about the company, new product launches, useful information and special offers. We do not sell our lists. To join, you must check a box to opt-in rather than to opt-out or you must complete a form on our website. If you have provided us with your details at a conference, we will add you to our database and we invite you to confirm your intention to remain on our newsletter list.

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 library.
  • 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 Policy and 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.

What are your rights under GDPR?

We process your data when we have your consent or a legitimate interest in offering services to you. You can ask to see the data we hold and ask for it to be deleted. Just email our Data Protection Officer, Sue Sanossian via sue.sanossian@ai-media.tv and we’ll process your request within a reasonable time and in accordance with the applicable law.

How can I learn more about Ai-Media’s privacy program?

Get in touch with Ai-Media’s Data Protection Officer, Sue Sanossian (email: sue.sanossian@ai-media.tv). Legal inquiries should be directed to Daniel Abrahams (email: daniel.abrahams@ai-media.tv)


We take data security and protection very seriously for storing and processing your data. We’ll remain open and transparent about how your data is being used and ensure that the suppliers we work with stay compliant.

You can find the latest information on our Terms of Service and Privacy Policy.

If there is something we’ve missed or if you have any unanswered questions, please don’t hesitate to get in touch via info@ai-media.tv

To learn more about your rights under GDPR, check out the European Commission’s page at https://ec.europa.eu/info/law/law-topic/data-protection_en


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