Video strings supplement

1.1This supplement adds to the Terms of Use and the Data processor agreement of Flipbase B.V. (Chamber of Commerce 69080860) for customers who use Video strings. It applies only to Video strings. Together, these three documents form the Agreement for Video strings.

1.2Where this supplement and the Terms of Use or the Data processor agreement differ on Video strings, this supplement applies. On everything this supplement doesn't cover, the Terms of Use and the Data processor agreement apply as written.

1.3Words with a capital letter mean what they mean in the Terms of Use and the Data processor agreement.

2.1Video strings lets Customer ask its own employees to record short videos about their work, one after the other: each colleague sees the videos before theirs and can pass the string on to the next. Flipbase adds Customer's branding and subtitles, Customer approves each video, and approved videos can be shown on Customer's careers site, in vacancies and on a share page per video.

2.2Videos are recorded and played with the Flipbase recording and playback technology described in the Terms of Use.

3.1Customer enters into the Agreement by creating an account and accepting this supplement, the Terms of Use and the Data processor agreement at sign-up. The person who signs up confirms that they may bind Customer.

3.2Customer keeps its sign-in details secret and is responsible for what happens under the accounts of the people it adds to its organisation.

4.1The first month is free, on any plan. If fewer than 5 colleagues record a video in that month, the second month is free too.

4.2After the free period, the plan Customer has chosen applies: Team at €2,999 a year (4 new video strings per month) or Business at €6,999 a year (unlimited video strings), or the price in a separate offer. Plans are billed yearly in advance, by invoice. All prices are in euros and exclude VAT.

4.3Customer can stop during the free period without paying anything. A paid plan runs for one year and is then renewed for another year, unless Customer cancels by email at least one month before the end of the year.

4.4Plans differ only in how many new video strings Customer can start per month. Videos, colleagues and features are not limited.

4.5Article 6 of the Terms of Use (fees and payment) applies to invoicing and payment.

5.1Taking part is voluntary for every employee. Customer does not pressure anyone to record a video and does not attach consequences to declining. Video strings does not show Customer who declined or who hasn't taken part.

5.2Customer informs its employees about Video strings, as its own privacy obligations require, and involves its works council where the law requires that.

5.3Customer does not use Video strings or its videos to assess, score or make decisions about employees.

5.4Customer is responsible for the questions it asks, the videos it approves and where it publishes them.

6.1Each colleague agrees, per channel (careers site, vacancies, social media and advertising), to where their video may be used. Video strings records that consent with the version of the text they agreed to. A video is only shown on channels with a valid consent.

6.2Consent is valid for 12 months. After that the colleague is asked again; without an answer within 30 days, their videos are deleted. A colleague can withdraw at any time through their own link, and their videos are then taken offline.

6.3Customer owns the videos its employees make for it. Flipbase may store, process, brand, subtitle and show them only to provide Video strings to Customer.

7.1Video strings uses AI to suggest titles and questions, and to transcribe recordings for subtitles. Customer checks and can edit the subtitles before a video is published.

7.2AI is never used to judge, score or profile the people in the videos.

For Video strings, this annex adds to Annex 1 (Overview personal data) and Annex 3 (Overview sub processors) of the Data processor agreement. Customer is the Controller and Flipbase the Processor.

Categories of data subjects

• Customer's employees and colleagues who are invited to a video string, join through an open link, or are passed the string by a colleague
• The people in Customer's organisation who use the Video strings admin

Types of personal data

• video, including image and voice
• name, email address, job title, team and location, and any further fields Customer adds to its employee lists
• consent records: per channel, the text version agreed to, and when
• subtitles and transcripts of the recordings
• for admins: account details and sign-in data
• IP addresses and technical logs

Purposes of processing

• inviting colleagues, sending reminders and passing the string on
• recording, storing and playing the videos
• making branded versions and subtitles
• suggesting questions and titles with AI
• showing approved videos on the channels each colleague consented to
• recording, renewing and withdrawing consent
• security, and detecting misuse

Retention

Videos are kept as long as their consent is valid, as described in article 6.2 of this supplement, or until Customer deletes them. At the end of the Agreement, article 10 of the Data processor agreement applies.

Additional sub-processors for Video strings

The sub-processors in Annex 3 of the Data processor agreement also apply, for recording, storing and playing the videos.