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) :

“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 referenced in a Mediartis database” :  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

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.

The email address provided in Account & Billing will receive all GDPR processing alerts (ie contact 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.

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.

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

To update your logo in your Mediartis account (and if you have the correct user permission), 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

Team members access

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.

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

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

Mediartis support team access

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

Setting up your account is quick and easy. Below is an overview of the account setup tasks you should complete as an admin. Within each section, you’ll find links to detailed instructions for each task. 

Connection links

Request a connection link here or at any time at  Mediartis.com/login/Mediartis Database Login 

Manage your Mediartis subscription

You can manage your current subscription from the Pricing & Offers section of your account. In this section you can update your current subscription, modify payment details, and view your billing documentation.

Invite your team

Invite your team members to the account to collaborate on Mediartis. You can personalize each user’s permissions to control which parts of your account data they can access and edit. 

• Add Mediartis users
• User permissions guide

Database set up

You must create contacts (freelancers & artists) before uploading media to your account. Provide as much contact information as possible to optimize search features once your data has been imported. 

• Prepare & import contact data by batch
• Complete the contact import template
• Prepare media for batch import
• Complete the media import template
• Generating media file PATHs for batch import

Set up your company branding in Mediartis

• Upload logo
• Write your organization’s message sent in communications to your freelancer & artist contacts

GDPR set up

Click here for full screen view.

Mediartis user permissions allow organizations to control the content users see, tasks that users can perform, and features users can access.

Roles can be modified by Users with permission at any time, and the modifications are immediate.

Owner: access and modify all information

Administrator: access and modify all information

Expert (Database + Casting Manager):

• Castings: create, read, update, delete, share;
• Contacts: create, read, update, delete;
• GDPR controls: read, update;
• Media: create, read, update, delete;
• Users: create, read, update, delete.

Member (Casting Manager):

• Castings: create, read, update, share, delete-only if created by this member;  
• Contacts: read;
• Media: read;
• Users: create, read, delete => only Readers.

Guest:

• Contacts: read (GDPR compliant + GDPR N/A);
• GDPR status: read;
• Media: read;
• Castings: project access when invited to collaborate.

If you require more detailed information on database and project permissions, please contact your account manager or our team @ team @ mediartis.com.

Click here for full screen view.

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 here for full screen view.

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 User 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.

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

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

For specific details and information on subscriptions, click here.

Mediartis proposes 4 different subscription plans. Plans are based on:

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

Mediartis subscriptions can be paid monthly or prepaid annually. Discounted pricing is offered for annually paid subscriptions.

All subscriptions include full access to all features with the exception of the Mediartis API. Casting tools and automated GDPR processing are available with active paid subscriptions.

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

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

Subscriptions are based on the number of Contacts in your 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

Click here for full screen view.

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

Payment information, billing address, invoices, credit card… are available at the bottom of the page, with the possibility of modifying this information

To update your Payment Method:

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

• Click Validate or update payment card.

To update your VAT number:

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

• Click Update.

Click here for full screen view.

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.

You can request the cancellation of your subscription and/or the deletion of your account 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 Media Database they have uploaded to their Account before terminating their Subscription.

Contact Lists and Media 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.

Mediartis GDPR tools simplify the initial and ongoing privacy compliance obligations for companies collecting, storing and sharing freelancer and artist personal data from or within the EU.

On Mediartis, GDPR processing is optional and deactivated by default. Upon activation, the contact and their media enter automated compliance workflows. Mediartis alerts contacts their data is being processed by the user organization, and solicits, records and renews explicit opt-in consent of use, 100% independent of work contracts or NDAs, as required by the GDPR.

Contacts are invited to verify their data in a secure interface where they can visualize their data and media the user is processing. In accordance with the GDPR, contacts can request modifications and deletion of their data in this space.

Compliance management is ongoing, and Mediartis monitors user accounts to identify new data additions or data modifications that require new contact consent. Modification and deletion requests are recorded and routed, and non-compliant data is automatically deleted.

Mediartis simplifies internal GDPR management with weekly task alerts, real-time data compliance status, compliance reporting and casting privacy safeguards that ensure that only compliant data is used in castings.

Click here for full screen view.

In Mediartis / Contacts you can enter Contacts and Media into automated compliance workflows by activating Automated GDPR Processing.

Modifications made 60 days after GDPR Automated Processing is activated, including profile updates and new media additions, will trigger new compliance workflows that require Contact consent before the Contact or their Media can be used in castings.

Tags, Notes and Categorization modifications DO NOT trigger compliance workflows.

• In “Contacts”, select contact(s) by clicking box to left of contact name(s)
• Click “GDPR Activate automated processing for # contact”
• Confirm when prompted

IMPORTANT
If a Contact is entered into GDPR Processing, they can only be added to a casting if their data (profile + media) is compliant.

Click here for full screen view.

GDPR: PAUSE PROCESSING

Pausing GDPR processing stops all compliance workflows for an unlimited amount of time. This is useful when modifying profiles and / or adding new media in several steps.

Personal data modifications and adding new media trigger compliance workflows and contacts will be alerted and asked to verify their data and authorize its use.

Pausing processing until all steps are completed helps to avoid your contacts receiving multiple emails.

To pause processing, in Mediartis / Contacts:

• Select contacts by clicking the box next to their name
• Click link “GDPR – Pause processing for # contact” and confirm your action

IMPORTANT – Contacts and media whose GDPR processing has been paused cannot be used in castings. Remember to activate processing once modifications are finished.

GDPR: DEACTIVATE PROCESSING:

• Select contacts by clicking the box next to their name
• Click link “GDPR -Deactivate processing for # contact” and confirm your action
• Select “Outside Europe – GDPR N/A for # contact(s)” from the drop down menu to deactivate GDPR processing

IMPORTANT – Contacts and media must have GDPR processing activated or GDPR N/A specified in order to add them to castings. Castings with GDPR N/A media wont be stamped as a “GDPR Compliant Casting”.

Contacts entered into automated GDPR processing have access to an interface with their personal data referenced in your casting database, including their profile information (excluding Tags and Notes) and their media (watermarked for added security).

If a contact requests modifications of their data, their GDPR status changes to “Modification Requested” and the talent and their media cannot be used in castings until the modifications are processed.

If a contact requests deletion of their data, their GDPR status changes to “Rejected”. The organisation receives an automated alert of the deletion request and can either delete the data manually or wait for the platform to delete all data from the database within the legal delay from reception of the request. If the organisation has stored copies of the data on supports outside of the Mediartis platform, they must process the deletion request within thirty (30) days of the request.

Click here for full screen view.

MEDIARTIS / DASHBOARD

The Dashboard provides an overview of User’s database GDPR compliance and activity.

• # Validated Contacts: number of contacts GDPR compliant
• # Validated Media : number of medias GDPR compliant
• # Contact deletion requests
• # Media deletion requests
• # Emails Sent : GDPR processing emails sent to your contacts
• # Contacts GDPR N/A : Not entered in GDPR compliance workflows
• # Media GDPR N/A : Not entered in GDPR compliance workflows

GDPR COMPLIANCE PROGRESS

% of database that can be used in castings :

Calculates number of validated actors + validated media. Example: 1 contact validated + 0/9 medias validated = 10% database compliance.

Next database verification :

Mediartis sweeps user databases regularly to identify new contacts and / or media, enter data into new workflows and update GDPR status.

CONTACT AND MEDIA GDPR STATUS

GDPR compliance status of every Contact and their Media is visible on the Contacts and Media screens. Click the filter icon to sort data by GDPR status.

Casting Safeguards
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.

Click here for full screen view.

Contacts entered into Mediartis GDPR processing have permanent access to an interface that shows their personal data being processed by your organisation. The data includes “traditional” personal data, such as name, pseudo, telephone, address, email, birthday, etc., included in their profile (excluding Notes & Tags), and also their voice media (watermarked for added security).

In accordance with the rights granted to them by the GDPR, they have the choice to validate their data, request modifications, request their deletion.

Contacts entered into Mediartis GDPR processing are sent emails requesting their consent for their personal data to be referenced in a casting database and shared in castings; reminders their personal data is being processed; consent renewal requests; consent requests for all profile modifications and when new medias are added to their profile.

Communications sent from the platform are:

• In the spoken language specified in Contact profiles if supported (English, French, German, Italian, Spanish (Castilian), Japanese, Portuguese (Brazil)).
• If Contact language is not supported, communications are sent in English.
• If no language is specified, communications are sent in the company language specified in the Branding Communications section.

To view the emails sent to your contacts, sign in to your Mediartis account, click on your account name on the top right, and then click on Email Templates in the dropdown menu. Only Admins and Owners roles can access Email Templates.

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.

Click here for full screen view.

IMPORTANT
Your personalised message is included in the first email sent to your contacts 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.

Users should assign a GDPR manager with “Owner” permissions to oversee their privacy activities on Mediartis.

All users with “Owner” permissions will receive weekly GDPR summaries, and email alerts when contacts make modification or deletion requests.