On May 25, 2018 a new privacy law called the General Data Protection Regulation (GDPR) takes effect in the European Union. GDPR expands the rights of EU individuals and places obligations on organizations regarding how they manage EU personal data.
For the past year, Vidyard's legal, privacy, and development teams have been actively working to ensure that our responsibilities under GDPR are met. We've taken GDPR as an opportunity to improve the Vidyard platform as a whole and develop a better experience for all our customers as well as yours.
We've sought to make GDPR-related changes to the Vidyard platform as seamless as possible. We've also endeavoured to make customer requests to access, manage, and delete personal data an efficient, self-serve process.
This document provides a summary of GDPR-related changes to Vidyard. It explains both how Vidyard has become GDPR-compliant as well as how we're enabling our customers to achieve compliance.
Vidyard GDPR Service
Under GDPR, you may receive requests to access, modify, or delete personal data. We've created a service to enable customers to submit data subject requests to Vidyard. This transaction can be both automated through our GDPR Service API or completed manually through the Vidyard Platform.
GDPR Service API
Customers who want to automate GDPR data subject requests may either build or use an existing application to communicate with the GDPR Service API.
The Vidyard GDPR Service hosts a REST API that accepts a webhook to return the results of a data subject request. The GDPR service allows calls to access, rectify and forget personal data.
The provided webhook will receive a POST request with the following information:
- receiptID: an identifier to uniquely reference the request
- action: indicates the type of request (access, rectify, forget)
- completedAt: confirmation of when the request was completed
- data: returns a time-sensitive file that contains the requested data
- the data field only returns "access" requests
- the file expires after 7 days
See our developer documentation to use the GDPR Service API.
GDPR Request Feature in Vidyard
For customers who do not have an application that can communicate with the GDPR Service API, we've created a tool to manually process data subject requests inside the Vidyard platform.
- Ask your Customer Success Manager to install the GDPR Request Tool feature for your Vidyard account. This will enable the Manage GDPR Requests permission for all group admins, both at the parent and subgroup level.
- Select Admin > GDPR Requests to submit an access, rectify, or forget request.
- Users who submit a request will receive an email confirmation when the task has completed
- Keep record of the request ID as Vidyard does not hold this information.
- Exported data returned from an "access" request will expire after 7 days.
Note: whether completed at the parent or subgroup level, GDPR requests are made against data associated with your entire Vidyard account.
Manage consent with the Player API
GDPR requires that persons opt-in to being tracked. We've expanded our Player API to include methods that communicate whether a person has consented to having identified viewing data pass into Vidyard.
Where Vidyard does not have consent, we will only collect completely anonymized viewing data.
Player API methods:
- Sets consent for every player on your page to true or false.
- This method assigns consent on a per subdomain basis.
- Callback receives true or false upon all player ready.
- This function is intended to determine whether or not to display a consent prompt upon page load.
Vidyard.GDPR.consentcalls set to
truepersist in localStorage, so visitors to your webpage do not need to accept tracking on every page load.
Consent on Vidyard's default sharing pages
Vidyard will now ask any person with a European Union IP address who lands on a GoVideo (free) sharing page to consent to being tracked.
Consent persists in your browser's localStorage. This means that return visitors to a free user's sharing page (hosted on
share.vidyard.com) do not need to consent again unless storage data has been cleared.
Identifying your viewers
To date, Vidyard has used a "vyemail" query string to associate a person's email address with their video viewing behavior. The query string could be appended to sharing page URLs, player embed codes, and passed to third-party applications as part of our MAP and CRM integrations.
We've replaced the vyemail string with an alphanumeric tracking token (aka. the "vyetoken").
The vyetoken is designed to conceal email addresses as part of a query string. This reduces the surface area over which personal information is shared with integrated MAPs and CRMs. Email addresses associated with a video view will remain with Vidyard, and the query string will continue to operate as expected.
If a GDPR data subject request to forget information is submitted, Vidyard will remove any tracking tokens associated with the given email address for the relevant organization.
Identification in third-party products that use the Vidyard app
You'll find the Vidyard app in many of the products where you already work—Gmail, Outlook, Salesforce, Outreach, + more.
In many of these integrated products, the Vidyard app will automatically appends an email query string to the sharing page URL of your video when sent to a recipient. The query string enables the sender to receive a notification when their recipient watches the video.
Under GDPR, Vidyard will continue to append a query string to the sharing page URL to identify your viewers, but will conceal the recipient's email address with an alphanumeric token. You will continue to receive notifications when your video content has been watched.
Identifications methods and developers
Prior to GDPR, some Vidyard users may have manually applied the vyemail string (
?firstname.lastname@example.org) to sharing page URLs as part of video analytics testing or work with the Vidyard app in various integrations.
To comply with GDPR, third-party developers should now ensure that their application uses an alphanumeric "vyetoken" to identify viewers and ask for viewer consent where applicable.
Developers may also use the Vidyard Dashboard API to generate a unique vyetoken.
Additional privacy information
Data Processing Addendums (DPAs)
Vidyard provides DPAs to customers looking to process personal data in compliance with GDPR. Contact email@example.com to request a copy of our DPA.
In the event of a data breach involving personal data, Vidyard will contact customers by email.