Privacy policy

Data controller

The controller is Ciro Vigorito, VAT number 16566831000, with registered address at Via Casabona 70 - 00118 - Roma, Italy. This notice covers the Media Board website, account services and connected desktop application.

For privacy questions and account deletion requests, contact info@mediaboard.info, or write to the postal address above.

1. Data we collect

Media Board may collect account details such as name, email address, role, license plan, software limits, local usage counts, machine identifier, billing profile data and payment/subscription status.

We also process password hashes, optional profile photos, account status, records of acceptance of the Terms and conditions, session and password-reset information, and support communications. Technical and security logs may contain IP addresses and request information. Cloud features process files and snapshot metadata that you choose to upload. Registering an account does not itself upload your local media library.

2. Billing data

Billing details may include customer type, company name, VAT number, SDI code, PEC email, billing address, city, province, postal code and country. Payment provider identifiers and payment event data may be stored for administration and invoicing.

Payment credentials are entered with the payment provider. Our payment forms do not collect your PayPal password or full payment-card credentials.

3. Desktop app usage data

When the desktop app refreshes the license, it may send the current number of media buttons and playlists so limits can be displayed in the user and admin dashboards.

4. How we use data

Data is used to authenticate users, manage licenses, enforce limits, process subscriptions, support invoicing, provide account dashboards and protect the service from misuse.

Registration, account management, licensing, cloud services and requested support are based on performance of the contract or steps requested before entering it (Article 6(1)(b) GDPR). Accounting and mandatory disclosures are based on legal obligations (Article 6(1)(c)). Proportionate security monitoring, fraud prevention, service protection and the establishment or defence of claims are based on legitimate interests (Article 6(1)(f)), subject to your rights and interests.

Accepting the Terms and conditions is acceptance of the service contract, not consent to marketing or optional tracking. Where an activity requires consent, it must be requested separately and can be withdrawn without affecting earlier lawful processing. Automated license checks apply contractual limits; contact us to contest an incorrect result.

Account credentials and information necessary for the requested service are required: without them we may be unable to provide that service. Billing information is required where necessary for a purchase or legal obligations. Profile photos and use of optional cloud features are voluntary.

5. Local license data

The desktop app may store signed and protected license information locally to support offline use. This data is intended to prevent tampering and to bind license information to the local machine.

Account closure does not remotely erase files on your computer. You remain responsible for local files, exports and backups, including removing them from shared devices.

Place and methods of processing

Personal data is processed at the controller's premises, as well as electronically using software made available by partners and devices made available to persons authorised to process or protect the data.

Processing connected with this website's services uses servers located in Gravelines, France, and Frankfurt, Germany, at OVH datacentres GRA7 and DE1. These operations are handled only by technical personnel authorised to process the data and, where necessary, personnel assigned to maintenance.

Access is limited according to operational responsibilities. Measures include authentication, password hashing, access controls and protection of license information. No system can guarantee absolute security. Keep your credentials confidential and contact us if you suspect unauthorised access.

6. Third-party providers

If you choose Google sign-in, Google authenticates you and provides an account identifier, name and email address, including its verification status. We use this information to create or securely link your Media Board account and establish a session. Existing accounts require confirmation of their Media Board password before the first Google association. We do not receive your Google password and do not request access to Gmail or Drive. Google processes authentication data under its Privacy policy. You can continue to use email and password instead; users registered only through Google can set a Media Board password through password recovery.

Payment operations may be handled by PayPal or another configured provider. Those providers process payment data according to their own terms and privacy policies.

Data may also be accessed by authorised personnel and providers involved in hosting, maintenance, email delivery, accounting and support, as relevant to their tasks. Providers acting on our behalf are subject to applicable processor arrangements. Independent providers, including PayPal for its own payment activities, act under their respective privacy notices. Data may be disclosed to competent authorities where required by law or necessary to protect legal rights.

The hosting locations above do not mean that every independent provider processes all data exclusively there. Where processing involves a transfer outside the European Economic Area, applicable GDPR transfer requirements must be met, for example through an adequacy decision or appropriate safeguards such as standard contractual clauses and any necessary supplementary measures. Contact us for details of recipients and safeguards applicable to your data.

7. Retention

Account, billing and payment records are retained as needed for service operation, accounting, security and legal obligations.

Account information is kept while needed to provide the service and then deleted or anonymised when no longer necessary, subject to legal obligations and the defence of claims. Billing records are retained for the applicable statutory periods. Evidence of contractual acceptance may be retained for as long as necessary to document the relationship and protect legal rights.

Technical logs, support communications, reset information and cloud data are retained according to their operational and security purposes, service settings and applicable obligations. Backup copies may remain until the relevant backup cycle completes; applicable deletion requests must be reapplied if a backup is restored. Contact us for retention information applicable to your account.

8. User rights

Subject to the conditions and exceptions in the GDPR, you may request access, rectification, erasure, restriction of processing and data portability, and object to processing based on legitimate interests. Where processing relies on consent, you may withdraw it without affecting earlier lawful processing.

Send requests to info@mediaboard.info. We normally respond within one month of receipt. Where the law permits an extension because of the complexity or number of requests, we will inform you within the first month and explain the reasons. Requests are normally free of charge, subject to statutory exceptions.

You may lodge a complaint with the Italian Data Protection Authority (Garante) or another competent supervisory authority, and seek a judicial remedy.

9. How to delete your registration and account

Email info@mediaboard.info, preferably from your registered address, with the subject Media Board account deletion. Identify the account and state that you wish to close it and request erasure of its personal data. You may also write to the controller's postal address. Never send your password or payment-card credentials.

If there are reasonable doubts about your identity, we may request proportionate information to verify it. We will explain any data that cannot be erased immediately because of legal obligations or other applicable exceptions. Export any cloud files you wish to keep before closing the account, which ends access to associated services.

Account deletion and cancellation of subscription renewal are different operations. For an eligible paid subscription, use Dashboard > Manage license > Cancel renewal to stop future renewals while retaining access until the end of the purchased period. Mention any active subscription in your deletion request so its closure can be coordinated. Sending a deletion request is not itself confirmation that recurring billing has stopped. Uninstalling the application does not cancel a subscription.

10. Cookies and updates

Read our Cookie policy for information about cookies and preferences. This notice may be updated to reflect changes to the service or legal requirements. The date above identifies the latest revision; material changes will be communicated where required.