Privacy Statement

One of our main priorities is the privacy of visitors to our website and users of our software and services. This Privacy Statement explains what personal data is collected and processed by MVI AudioVisual B.V., for what purposes we use it, and what rights you have.

If you have any questions or require more information about this Privacy Statement, please contact us.

Contact details

MVI AudioVisual B.V.
Hanzelaan 192
8017 JG Zwolle
The Netherlands
+31 (0)85 0162 483
privacy@mvi-audiovisual.com

Personal data that we process

MVI AudioVisual B.V. processes personal data because you use our services, contact us, or provide this information to us yourself.

Depending on the situation, we may process the following personal data:

name;
telephone number;
email address;
information required to provide our services or respond to your request.

For what purposes and on what legal basis we process personal data

MVI AudioVisual B.V. processes personal data for the following purposes:

to contact you by telephone or email where this is necessary to provide our services;
to respond to questions, requests, or support enquiries;
to inform you about changes to our services and products;
to send newsletters or promotional information, where permitted by law.

Depending on the situation, we process personal data on one or more of the following legal bases:

performance of a contract;
compliance with a legal obligation;
consent;
our legitimate interest in providing, supporting, securing, and improving our services, and communicating with customers.

Where processing is based on consent, you have the right to withdraw your consent at any time.

Cookies

The internet pages of MVI AudioVisual B.V. do not use tracking cookies, advertising cookies, analytics cookies, or third-party cookies.

We only use strictly necessary functional cookies or similar technologies where required for the website to work properly, for example to remember a logged-in session and make re-login easier. These cookies are not used to track visitors across websites or for marketing purposes.

Because these cookies are necessary for the functioning and security of the website, consent is not required. Visitors can delete or block cookies through their browser settings, but some parts of the website may then not work correctly.

EasyConf Connect Platform and MVI Hosting

The EasyConf Connect platform is a cloud-based or on-premise solution that allows remote participants to join meetings.

When this service is hosted by MVI AudioVisual B.V., the following applies.

Personal data used within a meeting room is stored and managed in the meeting room environment. The MVI cloud hosting server does not store or retain personal data from the meeting room.

Emails sent to remote participants are sent via Microsoft Office 365 for the sole purpose of inviting participants to meetings. Where enabled, invitations may use the iCalendar/RSVP method, allowing recipients to respond with accepted, declined, or tentative, optionally including a reason.

RSVP responses are returned to the MVI email hosting server and are processed automatically for the sole purpose of passing the response information back to the relevant meeting room. After processing, the emails are deleted. Emails are retained on the mail server for a maximum of 14 days. This process is fully automated and does not involve human review.

Personal data used in meeting rooms is controlled and managed by the owner or operator of the meeting room. MVI AudioVisual B.V. does not access this data, unless this is technically necessary for support, maintenance, security, or legal reasons and only where authorised.

For more information about how your personal data is processed in a specific meeting, please contact the privacy contact or data controller of the organisation hosting that meeting.

Processors and service providers

MVI AudioVisual B.V. may use trusted third-party service providers, such as hosting providers and Microsoft Office 365, to support the delivery of our services.

These service providers may process personal data only on our behalf and only for the purposes described in this Privacy Statement or otherwise agreed with the relevant customer or data controller.

Retention of personal data

MVI AudioVisual B.V. does not retain personal data longer than necessary for the purposes for which it was collected, unless a longer retention period is required by law.

Where specific retention periods apply, these are described in the relevant section of this Privacy Statement. For example, RSVP emails processed for the EasyConf Connect platform are retained on the mail server for a maximum of 14 days.

Access, correction, or deletion of data

You have the right to request access to your personal data, correction of inaccurate personal data, deletion of your personal data, restriction of processing, and data portability. You also have the right to object to certain types of processing.

Where processing is based on consent, you have the right to withdraw your consent at any time.

To exercise your rights, please contact us at:

privacy@mvi-audiovisual.com

To verify your identity, we may ask you to provide additional information. If we ask for a copy of an identity document, please obscure your photo, document number, and personal identification numbers before sending it.

MVI AudioVisual B.V. will respond to your request as soon as possible and in any case within one month, unless applicable law allows an extension.

Right to lodge a complaint

You have the right to lodge a complaint with the Dutch Data Protection Authority, the Autoriteit Persoonsgegevens, if you believe that your personal data is not being processed properly.

How we protect personal data

MVI AudioVisual B.V. takes the protection of personal data seriously and takes appropriate technical and organisational measures to prevent misuse, loss, unauthorised access, unwanted disclosure, and unauthorised changes.

If you believe that your data is not properly protected or there are indications of misuse, please contact us at: