Privacy Policy

Last updated: January 1, 2021

ftrack cares about privacy and protecting the Personal Data handled by us. All Personal Data is Processed in accordance with Applicable Law. In this Policy we describe how and the purposes for which we use your personal information as well as what lawful basis we use and what measures we take to protect Personal data. We also provide information on how you exercise the rights you have linked to our Processing of Personal data.

Why and who?

ftrack AB Reg. No. (5568813769) (“ftrack“, “we“, “us“, “our“) is the Controller of all Personal Data listed in this Privacy Policy (the “Policy“). In order to be fully transparent regarding where your Personal Data is stored and Processed, we will also provide a list of all our data Processors. This Policy provides information on how we handle Personal Data when you communicate with us, use the Services or visit our website or or visiting or using any other features, content, or applications offered from time to time by ftrack (together the “Functions“).

The intended recipient of the information provided in this Policy is:

  • Users of the Services
  • Visitors of our websites


Applicable Law” refers to the legislation applicable to the processing of Personal Data, including the GDPR, supplementary national legislation, as well as practices, guidelines and recommendations issued by a national or EU supervisory authority.

Controller” is the company/organisation that decides for what purposes and in what way personal data is to be processed and is responsible for the Processing of Personal Data in accordance with Applicable Law.

Data Subject” is the living, natural person whose Personal Data is being processed.

Personal Data” is all information relating, directly or indirectly, to an identifiable natural person.

Processing” means any operation or set of operations which is performed on Personal data, e.g. storage, modification, reading, handover and similar.

Processor” is the company/organisation that processes personal data on behalf of the Controller and can therefore only process the Personal Data according to the instructions of the Controller and the Applicable Law.

The Services” We provide a project management, production tracking and media review platform that teams in the creative industries use to collaborate. More information about the Services can be found on

The definitions above shall apply in the Policy regardless if they are capitalised or not.

ftrack’s role as a Controller

The information in this Policy covers Personal Data Processing for which ftrack is the Controller. As a Controller we are responsible for the Processing for which we decide the purpose of (“the why”) and the means for the Processing (what methods, what personal data and for how long it is stored). The Policy does not describe how we Process Personal Data in the role of a Controller – i.e. when we process Personal Data on behalf of our customers. 

ftrack’s processing of personal data

We have a responsibility to describe and demonstrate how we fulfill the requirements that are imposed on us when we Process your Personal Data. This section aims to describe:

  • That Processing of Personal Data is necessary is for the purpose
  • That we have identified the lawful basis for the Processing

Lawful basis

Consent – ftrack may process your personal data after you have given your consent to the Processing. Information regarding the processing is always provided in connection to the request of consent.

For how long do we store your personal data?

We will keep your personal data as long as it is necessary for the purpose for which it was collected. Depending on the lawful basis on which we support the Processing, this may a) be regulated in a contract, b) be dependent on valid consent, c) be stated in legislation or d) follow by an internal assessment based on a legitimate interest assessment (LIA). In the list below, we indicate, where possible, the period during which the Personal Data will be stored and the criteria used to determine the storage period. 


Processing and purpose of Processing: 1. To improve customer experience: Your information helps us to more effectively respond to your customer service requests and support needs.2. To process transactions: Your information, whether public or private, will not be sold, exchanged, transferred, or given to any other company for any reason whatsoever, without your consent, other than for the express purpose of delivering the purchased product or service requested.3. To send periodic emails: The email address you provide for order processing may be used to send you information and updates pertaining to your order, in addition to receiving occasional company news, updates and service information related to your product of interest. Note: If at any time you would like to unsubscribe from receiving future emails, we include detailed unsubscribe instructions at the bottom of each email.4. To share tailored information: Based on your activity and use of the website, ftrack may target you with advertising.

Personal Data: Information You Provide to Us: Name, E-mail. Information Collected Automatically: IP Address

Source: Requests or questions you submit to us via forms or email (e.g., sign-up forms, support forms, sales forms, user research participation forms, etc.);Your communications and dealings with us; Account registration; By use of the Services; Requests for customer support and technical assistance.

Lawful basis: Consent

Storage period: As long as there is a valid consent. Information on how long the consent is valid is provided in connection with obtaining the consent 

Your rights

You are the one in control of your Personal data and we always strive to ensure that you can exercise your rights as efficiently and smoothly as possible.

Access – You always have the right to receive information about the Processing of data that concerns you. We only provide information if we have been able to verify that it is you that are requesting the information.

Rectification – If you find that the Personal Data we process about you is incorrect, let us know and we will fix it!

Erasure – Do you want us to completely forget about you? You have the right to be forgotten and request deletion of your Personal Data when the Processing is no longer necessary for the purpose for which it was collected. If we are required to retain your information under applicable law or a contract that we have entered with you, we will ensure that it is processed only for the specific purpose set forth in such applicable law or contract. We will thereafter erase the information as soon as possible. 

Objections – Do you disagree with our assessment that a legitimate interest for Processing your Personal Data overrides your interest in protecting your privacy? Don’t worry – in such case, we will review our legitimate interest assessment. Of course, we add your objection to the balance and make a new assessment to see if we can still justify our Processing of your Personal Data. If you object to direct marketing, we will immediately delete your personal information without making an assessment.

Restriction – You can also ask us to restrict our Processing of your Personal Data

  • Whilst we are Processing a request from you for any of your other rights;
  • If, instead of requesting erasure, you want us to limit the Processing of Personal Data for a specific purpose. For example, if you do not want us to send advertising to you in the future, we still need to save your name in order to know that we should not contact you; or
  • In cases where we no longer need the information in relation to the purpose for which it was collected, provided that you do not have an interest in retaining it to make a legal claim.

Data portability – We may provide you with the data that you have submitted to us or that we have received from you in connection with a contract that we have entered with you. You will receive your information in a commonly used and machine-readable format that you can transfer to another personal data manager.

Withdraw consent – If you have given consent to one or several specific processing(s) of your Personal Data, you have the right to withdraw your consent at any time and thus ask us to terminate the Processing immediately. Please note that you can only withdraw your consent for future processing of Personal Data and not for Processing that has already taken place.

How you use your rights

You have the right to withdraw your consent to any processing that is currently being done under your consent, such as marketing. Consent can be withdrawn by updating your email preferences or sending us an email to [email protected].

Transfer of personal data

In order to run our business, we may need help from others who will process Personal Data on our behalf, so-called Processors.

In cases where our Processors transfer Personal Data outside the EU/EEA, we have ensured that the level of protection is adequate, and in compliance with Applicable Law, by controlling that either of the following requirements are fulfilled: 

  • the EU Commission has determined that the level of protection is adequate in the third country where the data is processed;
  • the Processor has signed up to the EU Commission’s standard contract clauses (SCCs) for data transfer to non-EU/EEA countries; or
  • the Processor has taken other appropriate safeguards prior to the transfer and that such safeguards comply with Applicable law.

We have entered into Data Processing Agreements (DPA) with all our Processors. The DPA sets out, among other things, how the Processor may process the Personal Data and what security measures are required for the Processing.

We may also need to disclose your personal information to certain designated authorities in order to fulfill obligations under applicable law or legally binding judgements.

Our processors

Processor: Amazon AWS
Personal data being processed: After signing up for the Services the Processor will process E-mail and name
Instructions: Data storage

Processor: Google GCP
Personal data being processed: After signing up for the Services the Processor will process E-mail, name and IP Address
Instructions: Data processing

Processor: Intercom, Inc.
Personal data being processed: After signing up for the Services the Processor will process E-mail, name and IP address
Instructions: Analysing usage of Service

Processor: Mailchimp
Personal data being processed: After signing up for the Services the Processor will process E-mail and name
Instructions: E-mail processing

Processor: Mailgun
Personal data being processed: After signing up for the Services the Processor will process E-mail and name
Instructions: E-mail processing

Processor: Recurly
Personal data being processed: After signing up for the Services the Processor will process E-mail, name and IP address
Instructions: Payment processing

Processor: Zendesk
Personal data being processed: After signing up for the Services the Processor will process E-mail and name
Instructions: Process name and email

Security measures

ftrack has taken technical and organisational measures to ensure that your Personal Data is processed securely and protected from loss, abuse and unauthorised access.

Our security measures

Organisational security measures are measures that are implemented in work methods and routines within the organisation. 

  • Internal governance documents (policys/instructions) 
  • Login and password management 
  • Information security policy

Technical security measures are measures implemented through technical solutions.

  • Encryption 
  • Access control level 
  • Access log 
  • Secure network 
  • Back-up 
  • Regular security inspection 
  • Two-step verification 


ftrack uses cookies and similar tracking techniques to analyse the use of the Functions so that we can give you the best user experience. For more information on how we use cookies, see our Cookie Policy.

If we don’t keep our promise

If you think that we are not Processing your Personal Data correctly, even after you have notified us of this, you are always entitled to submit your complaint to the Swedish Data Protection Authority.

More information about our obligations and your rights can be found at
You can contact the authority via e-mail at: [email protected]

Changes to this policy

We reserve the rights to make changes to this Policy. In the event that the change affects our obligations or your rights, we will inform you about the changes in advance so that you are given the opportunity to take a position on the updated policy.


Please contact us if you have questions about your rights or if you have any other questions about how we process your personal information:
[email protected]