Cookies & Privacy Policy

1. Introduction

This policy explains how Mediatool collects, uses, disclose, and protects personal information that applies to the Mediatool platform. The policy applies to personal information that we collect when you visit our website at mediatool.com (“Site”), use our products and services (“Service”), or otherwise interact with us. If you do not want your information processed in accordance with this Privacy Policy in general or any part of it, you should not use our Service.

This Privacy Policy does not apply to data that is entered into the Service (“Customer Data”). A separate agreement (“Customer Agreement”) governs the processing of Customer Data. For more information please see the general Terms and Conditions at https://mediatool.com/terms-conditions

2. What does Mediatool do?

Mediatool is a marketing management platform built to give marketers an overview and real time control of all their marketing activities.

For more information about us please see https://mediatool.com/about

3. What personal information do we collect?

• Account and profile creation. We collect information about you when you register for an account, create or modify your profile, and set preferences for the Service. For example, you may provide your email, first name, last name and profile picture when you register for the Service.
• Requests and inquiries. You may choose to provide us with information when you contact us about our Service or otherwise interact with us. For example, you may choose to submit information regarding a problem you are experiencing with our Service and send us screenshots to help in resolving the problem. You may submit your contact information to register for our events, to subscribe to receive marketing communications from us, or to make an inquiry through our Site.
• Purchases. If you sign up with us we will collect purchase information and information related to refunds, credits, cancellations, banking information and billing address. Please note that any payment information related to credit cards are sent directly to a third-party payment processor. We do not access or directly store your payment information. 
• Usage information. We collect certain information about your device and how you and your device interact with us and our Site or Service. Specifically, the information we collect will include information such as your IP address, device type, general location information and browser-type. We also collect information about how you and your device have interacted with our Site or Service or with us via email, including the pages you accessed, features you used, links you clicked, crash data, and when you accessed and for how long. Some of this information is collected using cookies and similar tracking technology, as explained further under the heading “Cookies and similar tracking technology” below.

4. How will we use your data?

We use your data to provide, improve, and personalize our Services. This includes using data to:

• Provide, improve and maintain the Site and Service. We use your data to ensure our services are working as intended, such as tracking outages or troubleshooting issues that you report to us. We also use your data to make improvements to our services, develop new features or capabilities, and enhance the security of our systems. This could involve understanding how users navigate our site, determining the effectiveness of existing features, or preparing for traffic spikes to maintain smooth functionality.
• Create and manage your account and user profiles. When you sign up for our service, we use your data to create and manage your account. This can include sending you service-related information, updates, security alerts, and administrative messages. For example, if we update our Terms of Service or if there’s a security breach, we’ll send you a notification.
• Provide customer and user support. If you have issues or questions about our service, we use your data to identify you and provide customer support. This could involve troubleshooting, sending you necessary service updates, or helping you use our service.
• Communicate with you about the Service. We use the contact information you provide to send you updates, newsletters, marketing materials, and other information that may be of interest to you. If you don’t want to receive these communications, you can opt out at any time.
• Track and analyze usage trends and preferences. We use your data to understand how our services are being used. By identifying patterns and trends in usage, we can better understand our users and respond to their needs, improve and personalize our services, and develop new features and functionality.
• Develop, improve, and protect our Services. We use your data to improve our services, make them more user-friendly, and protect against fraud and abuse. This could involve testing new features, identifying and fixing software bugs, detecting and responding to security incidents, and conducting audits and investigations.

5. Legal basis for processing personal information

It is necessary for us to use your personal information when we have a legal basis for doing so. We collect and process your information only where:

• We need it to perform our obligations in accordance with any contract that we may have with you.
• We need it to provide the Site or Service, including creating a new user account, operating the service, protecting the security of the Site or Service or to provide customer support.
• It is in our legitimate interest or a third party’s legitimate interest to use personal information in such a way to ensure that we provide the Services in the best way that we can.
• It is our legal obligation to use your personal information to comply with any legal obligations imposed upon us.
• You provide consent for a specific purpose, such as for marketing communications

Please note that we may process your personal data for more than one legal basis depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out. In some cases, we may process your personal data based on your consent, which we will ask for before processing. You have the right to withdraw consent at any time, without affecting the lawfulness of the processing that was carried out prior to withdrawing it. To exercise your rights, see “Your data protection rights” below.

6. Who does Mediatool disclose my personal information to?

Mediatool may share your personal information in the following circumstances:

• Third-party Service providers that Mediatool utilizes to provide hosting, storage, customer support system, billing, communication might be required to access or use information about you. These service providers may only access the information necessary to perform these tasks on our behalf and are obligated not to disclose or use it for other purposes. We conduct an appropriate level of due diligence and put in place contractual documentation in relation to any sub-contractor to ensure that they process personal information appropriately and according to our legal and regulatory obligations.
• As we develop our business, we might sell or buy businesses or assets. In the event of a corporate sale, merger, reorganization, dissolution or similar event, personal information may be part of the transferred assets.
• We may disclose your personal information if required to do so by law or in the good faith belief that such action is necessary to (i) comply with a legal obligation, (ii) protect and defend the rights or property of Mediatool, (iii) act in urgent circumstances to protect the personal safety of users of the Services or the public, or (iv) protect against legal liability.
• We may share your information with other parties if we have your explicit consent to do so.

7. Our use of cookies and similar technologies

A cookie is a small text based file given to you by a visited website that helps identify you to that site. Cookies are used to facilitate your visit as you navigate different pages on a website or return to the website at a later time. We use cookies and similar tracking technology (collectively, “Cookies”) to collect and use personal information about you, including to understand and save your preferences, and to compile aggregate data about Site and Service interaction.

Our Site uses Google Analytics to help analyze how users use the site. Google Analytics cookies collect standard Internet log information and visitor behavior information in an anonymous form. The information generated by the cookie about your use of the Site (including IP address) is transmitted to Google. This information is then used to evaluate visitor’s use of the website and to compile statistical reports on Site activity for Mediatool.

We will never (and will not allow any third party to) use the statistical analytics tool to track or to collect any Personally Identifiable Information (PII) of visitors to our site. Google will not associate your IP address with any other data held by Google. Neither we nor Google will link, or seek to link, an IP address with the identity of a computer user. We will not associate any data gathered from this Site with any Personally Identifiable Information from any source, unless you explicitly submit that information via a fill-in form on our Site.

You may choose to accept or decline cookies. Most Web browsers automatically default to accept them, but you can usually modify your browser setting to decline cookies. If you reject cookies by changing your browser settings then be aware that this may disable some of the functionality on our Site or Service.

8. How does Mediatool keep my personal information secure?

Mediatool takes security seriously and we understand that the security of your personal information is important. We use appropriate technical and organizational measures to ensure the security of the personal information we collect and process. The measures we use are designed to provide a level of security appropriate to the risk of processing your personal information. Mediatool has received internationally recognised security certifications. However, despite our efforts, no security controls are 100% effective and Mediatool cannot guarantee that Information during transmission through the Internet or while stored on our systems or otherwise in our care will be absolutely safe from intrusion by others. When you click a link to a third-party site, you will be leaving our site, and we don’t control or endorse what is on third-party sites.

9. Data transfer

In order to provide the Services we may need to transfer your personal information to locations outside the jurisdiction in which you provide it. These countries may have data protection laws that are different from the laws of your country (and, in some cases, may not be as protective). To the extent that Personal Data is transferred abroad, Mediatool will ensure compliance with the requirements of the applicable laws in the respective jurisdiction in line with Mediatool’s obligations.

Our Site and Service are hosted within the EU, and our affiliate companies and third-party service providers operate around the world, including in the United States. This means that when we collect your personal information, we may process it in any of these countries. 

When we transfer your personal information to countries and territories outside of Europe and Switzerland, we rely on the relevant “adequacy decisions” from the European Commission and Swiss Federal Administration, and “adequacy regulations” from the Secretary of State in the United Kingdom.

Where the transfer is not subject to an adequacy decision or regulations, we have taken appropriate safeguards to require that your personal information will remain protected in accordance with this policy. The safeguards we use are the European Commission-approved standard contractual clauses, the UK International Data Transfer Agreement, and other appropriate legal mechanisms. This is how transfers of personal information between our group companies and with our third-party service providers will be safeguarded.

10. Data retention

We retain your personal information for as long as necessary to provide the Services and fulfill the transactions you have requested, or for other essential purposes such as complying with our legal obligations, maintaining business and financial records, resolving disputes, maintaining security, detecting and preventing fraud and abuse, and enforcing our agreements.

Specifically, we retain personal data for as long as necessary to fulfill the purposes we collected it for as described in this Privacy policy, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In addition, Mediatool will retain Customer Data in accordance with a Customer’s instructions (including to perform any applicable terms in the Customer Agreement and through the Customer’s use of Services functionality) and as required by applicable law. The deletion of Customer Data and other use of the Services by the Customer may result in the deletion of certain associated personal information.

11. Your data protection rights

Depending on your location, you may have the following data protection rights. These include:

• Right to Access. You have the right to request copies of your personal data. We may charge you a small fee for this service.
• Right to Rectification. You have the right to request that we correct any information you believe is inaccurate. You also have the right to request that we complete information you believe is incomplete.
• Right to Erasure. You have the right to request that we erase your personal data, under certain conditions.
• Right to Restrict Processing. You have the right to request that we restrict the processing of your personal data, under certain conditions.
• Right to Object to Processing. You have the right to object to our processing of your personal data, under certain conditions.
• Right to Data Portability. You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.
• Right to withdraw consent. If we rely on your consent (or explicit consent) as our legal basis for processing your personal information, you have the right to withdraw that consent at any time.
• Right to lodge a complaint with the supervisory authority. If you have a concern about any aspect of our privacy practices, including the way we’ve handled your personal information, you can report it to the relevant Supervisory Authority.

12. Third party sites

Related services and offerings linked to or from this website have their own privacy statements that can be viewed by clicking on the corresponding links within each respective website. Since we do not have control over the policies or practices of participating merchants and other third parties, we are not responsible for the privacy practices or contents of those sites. We recommend you review their policies before you provide any personal information or complete any transaction with them.

If you are unsure of any of this information or would like to know more, please contact us. If you do not wish to receive cookies from our site, please alter your computer cookie settings to disallow them or do not use our website.

13. Changes to this policy

We may change this Privacy Policy from time to time. Laws, regulations and industry standards evolve, which may make those changes necessary, or we may make changes to our services or business. We will post the changes to this page and encourage you to review our Privacy Policy to stay informed. If we make changes that materially alter your privacy rights, Mediatool will provide additional notice, such as via email or through the Services.