Still and moving images, audio and your name may be used in the following:

• Ashia software mental health and wellness hubs administered, maintained and operated directly by the company or on behalf of its clients; and
• Printed Publications; and
• Websites, social media channels and digital communications materials, including advertising material and printed publications; and
• Presentation and exhibition materials; and
• News media and their associated websites, social media channels, print publications, television, and radio.

Who are we? 

Frog Systems Ltd is the controller in relation to the Images you have agreed to provide.

We are a technology company and have developed a software platform which uses video to assist companies and organisations with the mental health and wellbeing issues that are faced by their people with the aim of providing the right support.

The Images contain your personal data and this notice tell you how we use that. Please read the notice to understand our practices and if you have any questions or concerns regarding this notice, you should contact us using these details:

• Frog Systems Ltd, 423 Paisley Road West, Glasgow G51 1PZ
• hello@frog.net
• 0300 124 6868

What will happen to my Images and contact details?

We will use the Images that you have provided on the basis of your explicit consent as set out in this agreement. You have the right to withdraw that consent at any time. 

Your Images will be used on our platform to provide our service to a wide variety of clients. The service we provide is supported by your Images and the Images of other individuals. Our clients’ employees will be able to view your Images through our platform. We are engaging with new clients regularly and so we cannot provide a complete list of clients in the agreement but that will be provided to you upon request.

We recognise that some of the Images of you will contain very sensitive information which may be about your physical or mental health or other sensitive issues. We recognise that extra care must be taken in relation to this information and so we will contact you every two years to make sure that you are happy that we continue to use your Images.

We will use your contact information to check this and so please let us know if your contact details change.

Will my personal information be provided to third parties?

We will share your personal information with third parties but only in the circumstances set out below.

In certain circumstances we may share your personal information with our service providers who perform technical functions on our behalf. This includes Vimeo Inc who store the Images and then allow our clients’ to access them through their technology. Vimeo Inc is obliged by law to keep your personal information private, secure and to use it only on the specific instructions of Frog Systems Ltd.

Vimeo utilizes Google Cloud Platform and Google’s associated data centres. Data is localized based on user locations so all content sourced and published by The Company will be hosted in UK data centers and no transfers outside these locations will be carried out without consent. For details on where your data may be stored please reference the following Google help page:

https://cloud.google.com/about/locations  

In exceptional circumstances we will supply your personal information to government bodies and law enforcement agencies but only: if we are required to do so by the requirements of any applicable law; if in our good faith judgement, such action is reasonably necessary to comply with legal process; to respond to any legal claims or actions; or to protect the rights of Frog Systems Ltd, its customers and the public.

How do we keep your data secure?

We use appropriate standards of technology and operational security to protect personal information including secure cloud server architecture. Operationally, access to personal information is restricted to authorised personnel who are under a duty to maintain the confidentiality and security of such information.

Transferring your data outside the UK

All content sourced and published by The Company will be hosted in UK data centres and no transfers outside these locations will be carried out without consent.

How can I access my Images and other personal data?

Under data protection law, you have rights including:

• Right of access – You have the right to ask us for a copy of your personal information. You also have the right to information about how we use your data. This notice should answer most of your questions, but you should contact us if you have further queries.
• Right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
• Right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.
• Right to object to processing – You have the right to object to the processing of your personal data in certain circumstances. You have an absolute right to ask us to stop sending you marketing material and updates about our services.

There is no charge for exercising these rights unless your request is manifestly unfounded or excessive. If it is, we will charge a reasonable fee or refuse to comply with your request. 

Please make any requests using the contact details above.

If you have any concerns about the way that we are using your Images, please contact us using the contact details above and we will do our best to address these concerns.

However, you can also complain to the Information Commissioner’s Office if you are unhappy about how we have used your data using the contact details available here:

https://ico.org.uk/make-a-complaint/

What about changes to the privacy policy?

We keep our privacy notice under review and will require to make changes from time to time. We will advise you of any substantial updates on how we use your Images.