Privacy Policy

This Privacy Policy (hereinafter also "Policy") explains how VILD Music Oy ("VILD", "controller" and "we", "our", "us" and similar forms) collects, uses, discloses, retains, and otherwise processes your personal data when you use our VILD Factory services and technologies (together "Services" and each individually a "Service") described on www.vildfacory.com on your own behalf, or on behalf of someone else, including also when you collaborate with us as a voice actor as we provide these services to our clients. This Policy also describes your rights and options regarding the use of your personal data, including how you can access or update various information about yourself.

In this Policy, "personal data" means any information relating to an identified or identifiable natural person ("data subject") as defined by the European Union General Data Protection Regulation; an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person. Specifically for the purposes of this Policy, personal data is also considered to include a natural person's identifiable or identifying voice regardless of how it’s reproduced or recorded. Hereinafter we also use the term "voice data" when referring to audio recordings or reproductions irrespective of their format and whether they are produced by conventionally recording the voice of a person in a performance situation, or by simulation based on training a so-called voice model based on said conventional recordings through AI-assisted technologies, enabling the creation of synthetic audio in the artificial voice of – or at least a voice very closely resembling that of – the same person.

1 Controller

VILD Music Oy
Business ID: 2572422-4
Hämeentie 19
00500 Helsinki
https://vildfactory.com/

2 Contact

If you have any questions about this Policy or the processing of personal data described in it, including regarding the exercise of your rights as a data subject, please contact us at [email protected].

3 Changes to this Policy

We update this Privacy Policy from time to time as a result of new legal, technical, and/or business changes. When we update the Policy, we will notify you in a manner that we consider consistent with the significance of the changes, especially from the perspective of your privacy and data protection interests. At the same time, we will update the date information presented at the beginning of the Policy.

We recommend that you check this Policy and the above date information regularly for changes and new information. Changes made to the Policy will take effect when they are published on this page.

4 Categories of Personal Data We Process

Personal data we collect from you

• Contact and Identification Information: When you register or otherwise agree with us on any Service, we may request contact and identification information such as your name, email address, phone number, address, contact preferences, and/or date of birth. Without this information, we may not be able to provide the Services you request.

• Voice Actor's Audio Recordings and Voice Data: To provide our Services, we record, produce, and/or otherwise process audio recordings of your voice as a Voice Actor, including voice data, as more specifically agreed between us regarding such collaboration. Processing voice data that can be associated with your person also means processing your personal data accordingly.

• Profile Information and User Content: When registering or during your later use of the Services, you can define how you intend to use the Services (e.g., professional use), or especially if you are a Voice Actor, define certain restrictions and/or requirements for the use of your voice data and AI-based voice models based on your voice. We may also collect and store any other files, feedback, or information that you upload to our Services or otherwise make available to us while using them.

• Communications: If you contact us, for example, to receive customer support or otherwise in connection with our Services, we generally collect and process at least name, email address, and message content information as well as possible other personal data related to your communication or order, such as information about the organization you represent. If you subscribe to any newsletter we may offer, we collect and process your name and email address as identification information for this purpose.

• Verification Information: To confirm your identity and background, we may request proof of your address, a copy of your identity documents, and/or other information and documentation needed for this purpose (to the extent and insofar as such customer identification and due diligence obligations based on anti-money laundering legislation would exceptionally extend to us, for example, due to our key supplier's obligations of the same kind).

• Other Information: We may collect additional information if you participate in, for example, special product pilot or other projects, campaigns, or programs, or if you interact with us online or offline for a specific purpose. Such activities and ventures may involve additional terms and/or personal data processing activities, which we will inform you about separately.

Personal data we collect automatically

• Information Collected Through Cookies and Similar Technologies: We and our third-party partners may use cookies, pixel tags, and similar technologies to collect various technical information about your web visits, such as information automatically made available to us by your browser regarding, among other things, your IP address, browser used, operating system, and pages of our website that you have visited.

• Location Information: Your general location can be inferred from your IP address when you use our Services, and it is processed to the extent necessary for implementing the purposes of personal data processing described below.

• Device and Usage Information: We collect information about the technologies you use, including browser type and operating system information, as well as interaction information, such as the pages that you visit and the features you use on our website.

Personal data received from third parties

• Public and Third-Party Sources: We and our service providers may collect publicly available information and collaborate with third parties to train and improve AI models.

• Third-Party Logins: If you register or log in using a third-party account, such as social media platforms, we may receive information such as your name, email address, and profile picture.

• Identification Service Providers: Information related to customer identification and due diligence, including information related to customer identification and due diligence obligations based on anti-money laundering legislation (to the extent and insofar as the impact of said legislation would extend to our Services in some respect, for example, as a result of the obligations of our key supplier), may also be obtained from third-party service providers.

Necessary information

In some cases, your personal data is necessary for providing our Services to you. If you do not provide such information upon request, you may not be able to use certain features or Services. We will inform you separately if the collected information is mandatory by law or contract and explain the consequences of not providing it.

5 Purposes of Processing and Legal Basis

Below we have defined the purposes for which we may process your personal data, as well as the legal bases on which we rely for this processing. In each case, we process your personal data only if and to the extent necessary for the specific processing purpose or within the framework of Article 6(4) of the GDPR for a processing purpose compatible with such a processing purpose. In principle, the processing of your personal data is based on one of the following legal grounds:

1. Contract: We process your personal data based on a contract (or based on pre-contractual measures taken at your request) when the processing is necessary for the performance of a contract between us, such as the terms of use for our Services.
2. Legitimate Interests: We process your personal data based on legitimate interests if the processing is necessary for the purposes of the legitimate interests pursued by us and/or a third party (such as our technology provider or other service provider), except where such interests are overridden by your interests or fundamental rights and freedoms relating to privacy protection.
3. Legal Obligations: We process your personal data based on legal obligations when the retention or other processing of the data is necessary for compliance with legal obligations applicable to us, such as mandatory provisions regarding accounting and taxation.
4. Consent: The processing of certain personal data requires us to obtain separate consent from you, for example, when we seek to set cookies on your device for web analytics or other purposes.

We may rely on more than one legal basis depending on the purpose for which we use your data. If you need information about the grounds we rely on at any given time for certain data or circumstances, please contact us using the contact details mentioned above.

When we rely on legitimate interests as the legal basis for processing your personal data, you have the right to object to such processing as part of your rights as a data subject, which are described below in section 10 (Your Rights as a Data Subject).

Content moderation and user account freezing

Misuse and other violations of the Service terms may lead to freezing or closing user accounts. In some cases, input or output that may contain personal data may be shared with third parties (such as our technology platform providers) if necessary to support or enable our content monitoring and security measures and policies or those of our technology platform provider.

6 Data Retention

We retain your personal data only as long as we have a legitimate and appropriate commercial basis for retaining it for the purposes described above (or within the limits set by law for purposes compatible with such purposes).

To determine the appropriate retention period, we consider and evaluate the extent, nature, and sensitivity of the personal data we process, the potential risk of harm from unauthorized use or disclosure, the purposes for which we process the data, and relevant legal requirements, such as statutory retention periods and applicable limitation periods. We regularly review the data we retain, and when we consider retention unnecessary, we either delete or anonymize the data, or if this is not possible – for example, in the case of data stored in backup archives – we securely store the data and prevent its further processing until deletion is possible.

We also retain some information to comply with applicable laws and regulations or to secure our legal rights or the rights of our customers or partners for the time required. Certain information related to retention obligations, e.g., in the fields of accounting and taxation, must generally be retained for six (6) years from the end of the relevant accounting or tax period.

If you need detailed information about retention periods or how we determine them in certain circumstances and/or for certain personal data, please contact us as described in this Policy above.

7 Security

To protect your personal data, we use appropriate technical and organisational measures designed to provide a level of data security appropriate to the risk of processing. These measures include, among others, encryption of personal data where appropriate, procedures to ensure the ongoing confidentiality, integrity, availability, and resilience of processing systems and services, the ability to restore the availability of and access to data promptly in the event of a physical or technical incident, and procedures for regularly testing, assessing, and evaluating the effectiveness of technical and organisational measures to ensure the security of processing. In assessing the appropriate level of security, we consider in particular the risks that arise from accidental or unlawful destruction, loss, alteration, or unauthorised disclosure of or access to personal data transmitted, stored, or otherwise processed.

We also aim to ensure that all persons acting under our authority who have access to personal data do not process it except in accordance with our instructions. We ensure that only those employees and employees of service providers providing services to us who need this access due to the nature of their duties have access to personal data.

8 Your Rights as a Data Subject

You can exercise the following rights by contacting us as described in this Policy. Authentication steps may be required.

Right of access, rectification, and erasure: You have the right to obtain confirmation from us as to whether we are processing personal data concerning you, and if so, access to that personal data. You must generally be able to verify your identity to exercise this right. Your right of access may be limited based on legislation, protection of the privacy of others, and/or trade secrets or intellectual property rights. Upon your request, we will also rectify or erase any inaccurate, outdated, or otherwise incorrect personal data about you. Considering the purposes of the processing, you may also have the right to have incomplete personal data completed, for example, by providing additional clarification.

Data portability: If you wish, you can receive the personal data concerning you that you have provided to us in a structured, commonly used, and machine-readable format, provided, however, that the applicable processing basis is consent or contract (see table above) and that we process the data in question in an automated manner.

Right to prohibit direct marketing: You can prohibit the processing of your personal data for direct marketing purposes by clicking the link at the end of the marketing message or by contacting us as indicated in this Policy.

Right to object and right to restrict processing: You can object to the processing of personal data concerning you on grounds relating to your particular situation when it is based on a legitimate interest (see above). If you object to our processing, you also have the right to request that the processing in question is restricted for the period during which we assess the grounds for your objection. During this time, the personal data in question may be processed, except for storage, only with your consent or for reasons related to legal claims, protection of another person's rights, or an important public interest. Processing may also be restricted when you dispute, for example, the accuracy of your personal data. In such a situation, processing is restricted for a period during which we can verify the accuracy of the personal data.

Withdrawal of consent: You can withdraw your consent to certain personal data processing operations at any time by contacting us or, in some cases, in such other way as we have indicated to you (often in the same context in which we obtained your consent). Please note, however, that we base the processing of your personal data on consent only in exceptional cases.

Right to lodge a complaint: If you consider that the processing of your personal data is in conflict with applicable data protection laws, you can lodge a complaint with the competent supervisory authority (http://www.tietosuoja.fi).