mediartis Knowledge base

general information

About Mediartis

Created by a team of passionate post production pioneers, Mediartis is a SaaS platform that has reimagined voice casting workflows and offers a full suite of voice casting tools for professionals with private dubbing and voiceover casting databases.

Users upload their casting databases to their secure and private casting cloud, where they access tools designed to optimise and more efficiently manage their actor database, voice samples, project edition and collaboration, client project delivery via streaming and automated GDPR compliance tools that simplify personal data processing obligations related to voice casting.

Mediartis is for all professionals with private / internal voiceover and dubbing casting databases (actor lists and voice samples).

The platform offers a secure environment to centralise and manage voice casting assets with tools designed to optimise assets and voice casting projects. Mediartis also provides an automated compliance solution that simplifies GDPR and worldwide personal data obligations related to voice casting databases.

GDPR sets a high standard for most global personal data protection laws and a number of governments. Many companies choose to apply GDPR compliance as a global strategy for respecting worldwide data protection legislations with country-specific policies.

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How does it work?

We know that your database is precious and at the very core of your work and so we’ve designed tools to help you optimise your voice casting assets.

Actor Database (CRM)

Once you’ve imported your actor list to your Mediartis account, it’s automatically integrated into your private actor database and individual actor profiles are created that can be modified at any time.

Actor CRM =>

Actor Profile => Mediartis Actor Profile

Actor profiles include:

  • Actor names
  • Actor first & last pseudo names
  • Birthday
  • Gender
  • Notes
  • Email(s)
  • Website/page links
  • Address
  • Languages + accents
  • Tags (categorisation keywords)
  • Links to actor’s media library

Audio Database

Once you’ve imported your actor list, you can import voice samples that are automatically associated with relevant actor profiles.

In Medias you can:

  • Listen to samples
  • Add samples to existing Castings
  • Create new Castings + Roles
  • Filter Media by Contact / File Name / GDPR Status.

Media Library =>

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Subscriptions

Mediartis subscriptions are designed to scale with the size of your business.

Mediartis proposes 5 different subscription plans. Plans are based on:

  • Number of Contacts (actors)
  • Number of User Licenses
  • Onboarding
  • Personalised assistance

Plans can be upgraded as your casting database grows. Additional User License packs are available “à la carte”.

For more details and information click here.

Groups with multiple studios

Please contact our Sales team to discuss personalised packages for groups requiring multi-studio accounts at team @ mediartis.com or +33 7 68 59 28 16.

Mediartis subscriptions can be paid monthly or prepaid annually. Discounted pricing is offered for annually paid subscriptions, click here for more details and information.

Casting tools and automated GDPR processing are available with active paid subscriptios.

Subscriptions are based on the number of Contacts in your voice casting database. Contacts added once you’ve reached your Contact tier limit cannot be used in Castings or entered into GDPR processing until you’ve upgraded to a new Subscription.

Your current Subscription is listed to the far right of the menu bar.

Upgrade to a new Subscription

To upgrade to a new Mediartis Subscription, you must have Account & Billing permissions.

In your Mediartis account, click your account name in the top right corner, then click Account & Billing.

  • Scroll down to the Subscriptions section
  • Select the new Subscription you want and click Select this Plan
  • Press Confirm when prompted
  • Your new Subscription will be shown to the right of the menu

Subscriptions can be terminated by written notification addressed to :

Mobilis Pro, 13 rue Camille Desmoulins, 92130 Issy les Moulineaux, France or by email at contact @ mobilispro.com.

If a User has purchased a Subscription that is still valid, the Subscription must be paid in full.

Account data export requests must be made 30 prior to account termination. Data provided on Mediartis are deleted within thirty (30) days from the date a subscription ends.

Account owners wishing to close an Account must request a Data Export of their Contact List and Audio Database they have uploaded to their Account before terminating their Subscription.

Contact Lists and Audio Databases uploaded to an Account during the course of a Subscription, will be deleted within 30 days from the date of Account Closure. After 23 days, the Account owner will be sent an email reminder that they have 7 days to download their Contact and Audio Database.

For more information, please refer to the Mediartis Terms & Conditions.

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Customer Support

Mediartis customer support is available to answer all questions. Whether they come from customers, or anyone involved in your compliance and casting process.

Chat: Located on bottom right of all Mediartis site pages

Telephone: +33 7 68 59 28 16 – Monday – Friday 9:00am – 6:00pm (Paris – GMT +1)

Email: team @ mediartis.com

Contact form on the website here

To schedule an onboarding or personalised training call, please contact your Account Manager directly.

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Security and privacy

Here are a few ways we make sure your data and media are secured on the platform: 

  • Secured Access : Unique HS256 encrypted timeout access keys (magic links) generated for every access – more secure than password requests
  • Data & Medias circulating on the network are SSL format encrypted with Advanced Standard HS256 Encryption
  • Media uploads are encrypted and access is controlled by you via user access authorisations
  • Data & medias cannot be downloaded or transferred from the platform
  • Medias accessed by voice actors are watermarked (0% degradation to your files)
  • User session timeouts (30 min by default)

MEDIA & DATA HOSTING: Amazon SW3 – France

AWS infrastructure is designed and managed in alignment with security best practices and a variety of IT security standards, including:

• SOC 1/SSAE 16/ISAE 3402 (formerly SAS 70) • SOC 2 • SOC 3 • FISMA, DIACAP, and FedRAMP • DOD CSM Levels 1-5 • PCI DSS Level 1 • ISO 9001 / ISO 27001 • ITAR • FIPS 140-2 • MTCS Level 3

AWS meets several industry-specific standards, including:

Motion Picture Association of America (MPAA) • Criminal Justice Information Services (CJIS) • Cloud Security Alliance (CSA) • Family Educational Rights and Privacy Act (FERPA) • Health Insurance Portability and Accountability Act (HIPAA) 

APPLICATION HOSTING: CleverCloud – France

The two pillars of their security policy are immutable infrastructure and the avoidance of trusted networks. Every piece of code deployed on Clever Cloud is deployed in a short-lived, reproducible environment.  

Power Redundancy : N+1

Chilling Redundancy : N+1 (on chillers) N+2 (on CRAC units)

Certifications : 

  • FACT
  • SSAE 16/ISAE3402 SOC-1 Type II
  • PCI DSS
  • ISO 9001-2008
  • ISO 27001
  • ISO 50001

Account Owners and Administrators have direct control over all User access and action permissions. User permissions are modifiable and can be deleted in real-time in Users.

Casting project access and action permissions also depend on the User’s role, and whether or not they created the casting or have been invited to collaborate.

For detailed documentation on database and casting access and action permissions by User role, please contact your Account Manager.

Read more on adding Users or adding / modifying / revoking User roles

Mediartis Team Access

Mediartis Account Managers can only access your account if you accord permission and add them as a User.

Client Casting Access

When a casting is shared with someone, they only have access to the specific project they have been invited to. You can revoke their access at any time.

Contact access (voice actor)

Voice actors entered into GDPR processing have access to their personal data (name, address, watermarked samples, etc) in an encrypted and isolated interface.

Audio samples are securely centralised and remain in the secure environment of Mediartis. Thus, it is not possible to send a voice sample by email or any other messaging service via the platform.

Users with sharing permissions can invite internal and external collaborators to the project by sending an invitation to access the casting via streaming.

As a personal data protection safeguard, audio samples on Mediartis cannot be downloaded. Access to audio content is strictly limited to the Mediartis platform.

Mediartis watermarks the audio samples in the Contact interface accessed by data subjects (voice actors) when the Contact is entered into GDPR processing. Audio watermarking of these recordings does not, in any way, deform the audio files.

The voice samples added to castings and listened to by clients are not watermarked.

To listen to watermarked versions of your audio files, click Watermarked on top right of Media list and click Play icon to the left of the sample.

What is a watermark?

A unique electronic identifier embedded in an audio signal, typically used to identify ownership of copyright. Similar to a watermark on a photograph, it is the process of embedding information into a signal in a way that is difficult to remove.

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General GDPR Compliance Questions

In addition to a solid GDPR compliance strategy dealing with more “traditional” personal data such as names, addresses, telephone numbers, social security numbers, etc., audiovisual professionals working with voice data must implement specific compliance policies for their processing, receiving, and sharing of voice personal data (voice samples) – the foundation of voiceover and dubbing activities.

As voice samples are continually shared during the casting phase, non-compliance risks multiply as many organisations haven’t implemented compliance policies for this data.

A few primary obligations include:

  • Naming a Data Protection Officer (internal or external)
  • Securing the personal data (access granted only to those who should have it)
  • Mapping your data and its circulation within your organisation (HR, audio department, development, sales, marketing, etc.)
  • Alerting voice actors their samples and other personal data are referenced in your casting database
  • *Requesting and recording actor consent to be referenced in your database for castings and for their samples to be shared with third parties
  • Processing modification, rectification and deletion requests
  • Renewing actor consent on a regular basis (every two years is recommended by GDPR experts)
  • Providing access to personal data (samples included) within 30 days upon request
  • Ensuring those you share personal data with are processing the data in compliance with the GDPR
  • Establishing a plan for data breaches

*Actor consent must be independent of work contracts and NDAs

The above outlines primary GDPR obligations, we strongly recommend visiting the European Commission official website for more detailed information, and to define and implement your organisations compliance strategy with your DPO or legal counsel.

The voice actor is at the core of this industry and enjoys legal rights regarding the processing of its personal data : Removal right, modification right… and gives the comedian control over its personal data. To know more about this topic, read our article ” I’m a voice actor, what are my GDPR-rights? “

If the data is subject to GDPR and you add the data to your casting database, it must be entered into GDPR processing which includes recording and renewing their consent of use in the specific context of being referenced in your database and sharing their data with third parties in the context of casting projects for a specified time period.

In addition, every time you modify their information and/or samples, this requires an additional consent on their behalf. They also have the right to request modifications, rectifications, and deletion of their data that must be treated within 30 days upon their request.

More on GDPR obligations here.

Mediartis endorses the following voice casting GDPR guidelines as recommended by Regulatory and Compliance experts, including Leben Avocats in Paris, France.

EU actor => Casting delivered to EU company => GDPR applies

EU actor => Casting delivered to non-EU company => GDPR applies

Non-EU actor => Casting delivered to EU company => GDPR applies

Non-EU actor => Casting delivered to non-EU company => GDPR N/A

Important

We strongly recommend consulting with your Data Protection Officer and/or legal counsel concerning your specific situation.

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KNOWLEDGE BASE

Contact Database

You can upload new contacts and voice samples as often as you like.

If you reach the limit of contacts your current plan offers, you’ll need to upgrade to a different Subscription in order for the new contacts and medias to be GDPR processed and/or used in castings.

You can import new Contacts and Medias by batch or individually.

Account dashboards provide an overview of casting database GDPR compliance and account activity.

Mediartis account dashboard

Real time GDPR compliance status of Contacts and their Media is visible on the Contacts and Medias screens to the far right of the actor reference.

Users can filter Contacts and Medias by GDPR status.

Mediartis voice actor GDPR

Casting Safeguard

If a Contact profile is set to GDPR processing, the Contact and their associated Media can only be used in Castings if the data is compliant.

Duplicate medias are recognised by email addresses, and cannot be imported more than once. This helps to avoid contact duplicates if you reimport your database several times. If you import the same contact more than once using a unique email address, the contact will not be recognised as a duplicate.

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Casting Tools

On Mediartis, you can create castings for each of your voice projects. Castings regroup the voice samples you have selected for a project, which you can also organise for different roles. You can add comments to each role and sample to share information with your colleagues, subcontractors, contractors, and final clients.

You can invite anyone, internal and external collaborators and stakeholders, using the share option. They’ll receive an email with a one-time-use link. Once connected to your casting space, they’ll be able to review and comment on the casting, and also invite others to review. You keep complete control of every casting and can control access and consult all comments in a centralised space.

As only GDPR processed samples can be used in castings on the platform, you can be confident in the compliance of your castings for clients.

In your Mediartis account, jump to Medias.

Select Media file(s) to add to a role or casting

Click Actions and select Add to casting

In Add Sample(s) to a Casting pop-up:

  • Select an existing casting from the list or create a new casting by typing the casting name and Enter
  • Select an existing role from the list or create a new role by typing the role name and Enter

In your Mediartis account, jump to Castings.

Here you see all castings you’ve created, been invited to, and have User Permissions to access:

Mediartis Voice Casting

Click the casting name you want to access.

Once you’ve confirmed the casting is ready to share:

Click Share casting on the top right of the screen.

In the Pop UP window:

  • Enter the email address of the person you are sharing the casting with.
  • Specify the language the invitation should be sent in (FR / EN / DE / IT / ES / JA / PT).
  • Click Share Casting.
  • An email invitation with an encrypted access link is immediately sent.

Important!

– If the audio titles are not edited, they will appear in the client casting version as they do in your database
– Confirm the comments your team has made during edition are “client ready” as Comments are visible in client casting version
– Actor names are invisible in the client casting version

Edit Mediartis Voice Casting

Branded client casting version accessed via streaming:

Branded client voice castings with Mediartis

How do I edit a casting?

Castings that only include GDPR compliant voice samples have a “GDPR Compliant Casting” stamp on the casting version your client accesses via streaming.

Mediartis Client Casting GDPR Stamp

Once connected to your Mediartis account, jump to Castings.

The Castings page lists all projects you have permission to access.

Click the project you want to edit :

Mediartis Voice Casting

Request project access

If the casting you want to access isn’t listed, you don’t have the necessary permissions to access the project, or haven’t been invited to collaborate. Please contact the Casting creator or the Account owner to request they invite you as a Collaborator.

Modify Castings

  • Modify Casting names
  • Modify Role names (Type new name in box next to Role Name & Save)
  • Remove Roles (Click Remove to the right of the Role to Delete)
  • Re-order the voice samples per Role (drag and drop)
  • Edit media title (Click Actions then Edit) – media titles are included in client casting version
  • Add comments (Click Actions then Edit) – these are included in client casting version

Edit Mediartis Voice Casting

*Multi-language castings: Include language codes in Role names for optimised searches (ex Jane EN / Jane FR / Jane IT…)

IMPORTANT

The Media titles are visible in the casting version seen by your clients unless the titles are modified before sharing

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Audio Database

The GDPR compliance status of media is listed to the right of the audio file in Medias under GDPR Status.

Media can be filtered by GDPR status by clicking the filter icon.

Mediartis Media GDPR

Make sure you have already imported your contacts to your database before trying to import their samples. Without this step, samples cannot be associated with a contact.

To listen to media in your casting database, jump to Medias.

  • Select the media you want to listen to by clicking the box to the left of the media.
  • Click the play icon.

Mediartis Play Media

Listen to a specific time mark of a media :

  • Click anywhere in the media title on the top of the screen and slide the time marker with your mous.
  • Click the play icon.

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Mediartis Account and Setup

One-time-use keys are send by email to users for every connection to the platform. They receive one when invited to connect to an account, by requesting a link from the sign in page, or upon reception of an email sent by Mediartis.

Technically, unique access keys HS 256 are generated to provide user access in 60 minute increments. They expire automatically after 6 days. The duration of a session can be extended by clicking on time limit on the top right of the dashboard screen. This security measure was implemented to reinforce the security of your cloud on Mediartis.

Mediartis takes the security of partners data very seriously. In order to provide a maximum security environment for data storage, accounts are not accessible with static passwords.

Every account connection requires an encrypted connection link sent by email. Connection links can only be used once.

To request a connection link, click Log In on the Mediartis homepage, and select one of the following (a connection link will be sent immediately by email) :

Mediartis account Log In

“I have a Mediartis database” :  https://app.mediartis.com/login

Provide account name (all capitals/no spaces) + email address associated with your User account

“I am a voice actor” :  https://app.mediartis.com/contact

Provide email address associated with Contact profile

 “I received a casting”:  https://app.mediartis.com/castings

Provide email address the organisation sent the casting invitation to

Account Owner Email Address

The email address provided in Account & Billing will receive all GDPR processing alerts (ie voice actor profile and media modification, deletion and correction requests, etc.).

To update this email address in your Mediartis account, click your account name in the top right corner, then click Account & Billing.

  • Click the pen icon located to the right of screen.
  • In the Email section, update the email address.

Click Update.

To increase the duration of your session, click the connection duration (days / hours / minutes) on the top right of the screen. You can increase your connection to a maximum of 2 days at a time.

Account Settings

Account Owner Email Address

The email address provided in Account & Billing will receive all GDPR processing alerts (ie voice actor profile and media modification, deletion and correction requests, etc.).

To update this email address in your Mediartis account, click your account name in the top right corner, then click Account & Billing.

  • Click the pen icon located to the right of screen.
  • In the Email section, update the email address.

Click Update.

To increase the duration of your session, click the connection duration (days / hours / minutes) on the top right of the screen. You can increase your connection to a maximum of 2 days at a time.

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Billing & Payments

If you have Account & Billing permissions, you can view and modify the company information in your Mediartis account.

In your Mediartis account, click your account name in the top right corner, then click Account & Billing.

  • Click the pen icon located to the right of screen.
  • In the Company Information section, update your company name and / or billing address.

  • Click Update.

After clicking your company name on the top right of the page, click on the “Billing” tab. Payment information, invoices, credit card… are available at the bottom of the page, with the possibility of modifying this information.

In your Mediartis account, click your account name in the top right corner, then click Account & Billing.

  • Click the pen icon located to the right of screen.
  • In the Company Information section, update the VAT number.

Click Update.

How do I update a payment method?

In your Mediartis account, click your account name in the top right corner, then click Account & Billing.

In the Payment Method section:

  • Click Validate or update payment card.
  • Enter new card number, expiration date and CVC.

Click Validate or update payment card.

How do I download or print an invoice or receipt?

In your Mediartis account, click your account name in the top right corner, then click Account & Billing.

Scroll down to Invoices.

To download an invoice:

  • Locate the invoice you want to download in the list.
  • Click the document icon in the PDF Format column to download the invoice

To download a receipt:

  • Locate the invoice you paid in the list.
  • Click the cloud icon in the Online payment column

Click Download receipt.

How do I update a payment method?

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Communications & Branding

Your company logo is included in client casting presentations and also in the first GDPR processing email sent to your actors.

To update your logo in your Mediartis account, click your account name in the top right corner, then click Communications & Branding.

  • Click the pen icon located above the logo section to the right of the screen.
  • Click Upload New Image.
  • Select logo from your computer.

  • Click Update.

How do I update our company message sent to voice actors?

IMPORTANT

Your personalised message is included in the first email sent to your actors for GDPR processing. A clear message from your company explaining why they’re being contacted by Mediartis on your behalf contributes strongly to the success of your casting database’s GDPR compliance.

To update your corporate message in your Mediartis account, click your account name in the top right corner, then click Communications & Branding.

  • Click the pen icon located above the logo section to the right of the screen.
  • Add your text to the message box on the bottom of the screen.

  • Click Update.

To update the default language of the GDPR processing emails sent to your Contacts from your Mediartis account, click your account name in the top right corner, then click Communications Branding.

  • Click the pen icon located above the logo section to the right of the screen.
  • Select language from “Default language for communications”.

Click Update.

Notes:

*If you do not select a default language, all GDPR communications will be sent in English when the language specified in a Contact’s profile is not supported by the platform.
**The following languages are currently available for GDPR communications: English, French, Italian, Spanish, German, Portuguese (Brazilian) & Japanese.

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Users

A User License is required for each team member you add to your account.

To add team members to your Mediartis account, click your account name in the top right corner, then click Users.

  • Click the Add User button located on the top right of screen.

Provide the following data:

  • First and last name
  • Email address
  • Assign Role
  • Select language


Click Invite button

User Permissions

For detailed information on User Permissions, please request documentation from your Account Manager or Mediartis Customer Support via chat or email: team @ mediartis.com.

To update or revoke User permissions in your Mediartis account, click your account name in the top right corner, then click Users.

  • Click the Add User button located on the top right of screen.
  • Assign Role.
  • Select language.
  • Click Invite button.
  • Modify User Role by clicking the three dots to the right of their current Role and selecting their new Role.
  • Revoke User access by clicking the three dots to the right of their current Role and selecting Remove access.

Click Invite button

Who can modify whose permissions?

Account Owners and Administrators can modify all User permissions.
Experts can modify Members and Guests.
Members can modify Guests permissions.
Guests cannot modify any User permissions.

Do you need detailed information on User permissions? No problem !

Please request documentation from your Account Manager or Mediartis Customer Support via chat or email: team @ mediartis.com.

To update User permissions in your Mediartis account, click your account name in the top right corner, then click Users.

  • Click on the three dots to the right of the User’s current Role.
  • Select their new Role.
  • Confirm their email address when prompted.
  • Click OK.

Revoke a User’s Permissions

  • Click on the three dots to the right of the User’s current Role.
  • Select Remove Access.
  • Confirm their email address when prompted.
  • Click OK.

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