The General Data Protection Regulation (GDPR) is a comprehensive data protection law that will take effect in the European Union (EU) on 25 May 2018. The regulation imposes broad data privacy protections for EU individuals, and provides a new framework for any company that collects, processes or handles personal data. GDPR replaces the 1995 EU Data Protection Directive.

As we approach the May deadline, the Sonic Foundry team is focused on GDPR compliance efforts. We are evaluating the new requirements and are taking, or have already taken, necessary actions to ensure we handle customer data in compliance with the law.

What personal data does Sonic Foundry collect?

We collect and process data through our video platform, Mediasite, including but not limited to email, IP addresses, and display name. We also collect information about videos watched, in-video quizzes, and actions performed.

Our customers and partners may collect data relating to university registration, event registration, LMS use and more, which is passed into Mediasite.

Sonic Foundry also collects information when individuals choose to share it with us to use our sites, products or services, register with, purchase or access certain products or services, sign up for newsletters or our e-mail list, submit inquiries, participate in online surveys or promotions, participate in user groups and discussion forums, or otherwise contact us.

The information we collect may include your name, address, telephone number, mobile telephone number, e-mail address and more. Most of our content is available without registration, and users may opt out anytime by visiting our subscription center.

This is outlined in our Privacy Policy, updated on December 19, 2017.

Transfers Outside the EU

The GDPR does not require that EU personal data stay in the EU, nor does it place any new restrictions on transfers of personal data outside the EU. Sonic Foundry already complies with the EU-U.S. Privacy Shield Framework as set forth by the U.S. Department of Commerce, which ensures that adequate safeguards are in place when we transfer personal information from the EU to the US. References to our Privacy Shield certification are included in our Privacy Policy.

Sonic Foundry’s Ongoing Commitment to Data Protection

Our tech and security teams have been hard at work to ensure we’re compliant with the highest standards of privacy and security.

  • European Data Center

Mediasite Video Cloud customers in Europe are hosted in our datacenter in the Netherlands. In 2016 we adopted the Guidance Security Controls SURF Framework of Legal Standards for (Cloud) Services. SURF is the Collaborative organization for ICT in Dutch education and research.  The Guidance Security Controls are a list of Security Controls that are based on international security standards and guidelines such as the ISO/IEC 27001, 27002 and NIST SP800-61r2 standards. Adopting the SURF’s Security controls is the first step to being ISO/IEC 27001 certified and provides the technical and operational foundation necessary to demonstrate GDPR compliance across employees, processes and technology. Under the framework we are subject to regular audits, updates and reviews. The most recent audit framework can be reviewed here.

  • Right to Be Forgotten

Mediasite integrates with user stores, such as Active Directory and others, in real time. Administrators of these third-party user stores have the ability to deactivate and delete users, which is reflected in Mediasite in real time. They can also remove user activity, such as quiz results, from Mediasite. Sonic Foundry has developed procedures to help with customer and partner queries related to GDPR compliance. Questions for those procedures should be directed to getinfo@sonicfoundry.com.

  • Data Protection Officer

Sonic Foundry has appointed Ken Minor, chief financial officer, as our data protection officer. In this role he is overseeing Sonic Foundry’s compliance efforts, including our IT policies and general business practices. If you have questions about Sonic Foundry's GDPR efforts, please contact getinfo@sonicfoundry.com.

Additional Resources

Sonic Foundry Privacy Policy

Sonic Foundry Privacy Shield

Summary of Sonic Foundry Security Control Audit

Sonic Foundry example of processing agreement

Sonic Foundry International example of processing agreement

Full text of GDPR

European Data Protection Supervisor