On 25 May 2018, the General Data Protection Regulation (GDPR) will take effect. This new regulation might be a bit confusing, or difficult to understand. That’s why Mynewsdesk is determined to improve, update and adapt our product to comply with GDPR seamlessly. We take anonymization and integrity policies very seriously and welcome this development.
On this page, you will find information on how Mynewsdesk is preparing for the new EU regulation.
In which way is the Data Controller responsibility split between the client and Mynewsdesk?
As our client, you attain responsibility as Data Controller for a certain part of the data that you upload onto Mynewsdesk’s platform. Nevertheless, in the future, the definition of responsibility will largely depend on which specific objectives and usages are intended.
When uploading, downloading, storing or updating contact information within the Contact feature of an account, the responsibility as Data Controller lies with the client. While at the same time Mynewsdesk in this context obtains an overall Data Controller role due to its responsibility for the infrastructure, and in some cases also as an administrator. All this will be elaborated in detail in our new Terms & Conditions, which are currently under review by our legal representatives.
Does our contract with Mynewsdesk comply with GDPR?
Who is responsible for the data that I upload in Contacts?
As our client, you are responsible that the data you upload in Contacts is handled legitimately according to GDPR. You need to define routines with regard to e.g. why and how you store and handle contact lists.
Therefore we recommend you to always have your lists updated, so that they do not include any contacts you are not using. All emails that you send from Mynewsdesk include a link which the recipients can use to unsubscribe.
The responsibility for data uploaded in Contacts will be described more clearly in our new Terms & Conditions, which is going to be rolled out during spring 2018.
Are notices provided when information is directly collected from an individual?
Upon signing up and entering personal data, the user accepts our Terms & Conditions. In connection with our GDPR preparations, we will also make sure that specific information about the data processing and its purpose is given to the user when creating an account.
Are controls in place to ensure that collection of personal information is limited to the minimum necessary?
Yes. We have internal routines ensuring that processing of personal data is limited to specific purposes. Furthermore, we have defined routines to ensure that our subcontractors fulfill the GDPR requirements.
What is your policy on data transfer to external data controllers?
Routines for transferring personal data are established and documented. As a general rule, no personal data can be transferred to external data controllers (not even between companies in the same corporate group) without notifying the corporate group’s Data Controller and/or the Data Protection Officer.
Transferring personal data abroad is only permitted to EU/EEC countries and to the US (given that the data processing subcontractor is Privacy Shield certified). For any other transfer, the corporate group’s Data Protection Officer would have to be notified, with decisions to be made on a case by case basis.
Which are your main data processing subcontractors?
Our principal subcontractors, administering our hosting and storing data from Mynewsdesk on their servers, are Amazon Webservices and Heroku. These subcontractors are processing data within the EU (in Ireland).
In which countries are you processing personal data?
We are processing data within the EU (Sweden, Norway, Germany and Ireland) and in some cases in the USA. Regarding data processing in the USA, our policy is to collaborate with Privacy Shield certificated suppliers. The term data processing denominates all kinds of data handling such as for example storage, transmission, calculation.
Can you supply information on which specific addresses your data is stored?
For security reasons, most hosting providers do not hand out detailed information on this. Mynewsdesk does not consider it to be necessary to give specific street addresses of server locations to comply with GDPR.
Is there physical and electronic protection for stored personal data? Do you use data encryption and how is your intrusion protection?
Protection of our data is administered by our hosting partner Heroku (via Amazon). For more information, please see https://www.heroku.com/policy/security
Is there a process for data erasure?
We have defined a process to ensure that data is deleted when its further storage is not required anymore, or in case it has to be deleted for juristic reasons.
Do you support removal of personal data upon request by the person concerned?
We do support this and we are currently defining processes and routines for removal requests.
Are there backup copies of stored personal data, and which are the routines for deletion of those copies?
We are storing backup copies of our production database via our hosting partner Heroku. These copies are being stored for three years before deletion. We are currently revising the routine for erasure of personal data from the backup copies in connection with deletion of pieces of data on the original database. The new routines will be implemented before GDPR takes effect.
Are there identified security risks about your data processing?
We are conducting a continuous identification, evaluation and follow-up in order to fix any security risks that might be found.
Is there a process for detecting and reporting security incidents?
We have a partly automated process for identification of security risks and incidents in our database. Moreover, we have defined a routine for reporting to all persons concerned and The Swedish Data Protection Authority (Datainspektionen) within 72 hours.
Can I have our Data Processing Agreement signed by Mynewsdesk?
We do not sign individual agreements since everything relevant to GDPR will be part of our updated Terms & Conditions which are going to be published during spring 2018.
Who has responsibility as Data Controller and Data Protection Officer?
Data Controller for NHST Media Group is chairperson Anette Olsen while Petter Irgens Gustafson is appointed as Data Protection Officer for the corporate group and all affiliates. In addition, all businesses within the corporate group have their own Data Controller with delegated responsibility for their respective business. Data Controller for Mynewsdesk is CEO Mattias Malmström.
Which personal data is being processed by Mynewsdesk?
Mynewsdesk processes the following personal data
– with regard to user accounts:
Name, username/id, email, user password, skype, google account, role, api token, newsroom name, tool usage data
– with regard to Contacts:
Email, country, first name, last name, organization, job title, interests, work phone, mobile phone, address, fax, postcode, city, state, website, email events (received, opened, clicked)
If you have a Professional or an Enterprise subscription you may use our story widget and implement it on your website. The story widget shows the latest press releases, news and blog posts from your newsroom and will help making your website more living. It also drives traffic to your newsroom.
In the drop down menu Settings you’ll find Story widget where you select the type of content you wish to show, you may also add your own CSS design. When you’re done styling the widget, copy the code snippet on the bottom of the page and paste it in your own website.
We also provide another widget that shows a news feed based on topics you choose. This widget can be used for free and you don’t need a newsroom to use it. Click here to create a widget for your website – for free!
Learn more about different ways of showing content from your newsroom on your own website.
Using a Hosted Newsroom allows you to automatically display the content you publish on Mynewsdesk on your own website as well.
A Cname is a way of showing your newsroom on your own website. When you create a new newsroom on Mynewsdesk we automatically create a Cname for this newsroom. By creating a Cname on your own website you’ll be able to display your newsroom there. To be able to set this up you’ll need access to the DNS settings for your domain. Point your Cname to www.mynewsdesk.com.
Setting up a Cname of your own can be done in just a couple of minutes. When you’re done, enter your Cname in the field Your own domain (CNAME), which you’ll find under Hosted Newsroom in Settings.
By using the tabs Design and Advanced settings you can easily style your Hosted newsroom as you please.
This option allows you to embed your newsroom in a tab on your own website, keeping your own design, header and footer.
The tab where the iframe is embedded is actually empty and the content visible there is hosted on another site. Setting up an iframe usually takes between 15 minutes and an hour, depending on the web administrator’s knowledge level.
By using the tabs Design and Advanced settings you can easily style your Hosted newsroom as you please.
Another option is to fetch the content with API. With API you make requests to us in which you choose what content to fetch from your newsroom and display on your own website. This way you can also customise the design as you please. Using API requires a broader technical knowledge than the other Hosted Newsroom options above. For a technical documentation, or if you need our API key, please contact our support.
In excess of the options above you may also show your latest press releases, news or blog posts by implementing our story widget. Also, our RSS feeds, which can be found in the lower right corner of your newsroom, can be used to show content from your newsrooms on another website.
Please note that a Hosted Newsroom and API are not included in all of our subscriptions. Your account manager will gladly provide information about your subscription and how to upgrade it as needed.
To send content that has already been published to another recipient you will use the Send exclusive feature, located under Contacts.
Start typing the name of a contact or list in the To field and you’ll find suggestions from which you choose. You may also add email addresses that are currently not in Contacts by typing or pasting them, and then clicking the Enter key. Next, click on Attach content to attach one or more content pieces.
If you attach more than one, each content piece is displayed with a preview and link to the publication in the newsroom. When sending your content you’ll also have the possibility to add an optional message to your email.
Another way the use the feature Send exclusive is to share unpublished content without publishing it in the newsroom.
Learn more about Contacts in our Guides
or read about when an email with published content will be sent automatically
By using the feature Send exclusive, located in Contacts, you’re able to send a preview to selected recipients, send a draft copy to a colleague or enter your own email address to preview your content before publishing it.
You start by creating your content in Publish and saving it as a draft, without publishing it. Next, go to Send exclusive in Contacts. Enter the name of the contact or list you wish to send to in the field named To and suggestions from which you choose will be displayed. You may also add email addresses that are currently not in Contacts by typing or pasting them. Click on the Enter key after you’ve added an address.
When you’ve added your recipients, click on Attach content to select and attach your draft.
If you only attach one content piece at a time, it will appear completely in the email you send. If you attach more than one, only a preview will be shown. Finally, click on Send Exclusive and your content will be sent by email, but will not be published in the newsroom.
Another way to use the feature Send exclusive is to send already published content to more recipients.
Learn more about Contacts in our Guides
or read about when an email with published content is automatically being sent
By backdating your content in the distribution settings you can create a history of press releases, news stories and blog posts. When you backdate a content at least 8 days it will not be sent to followers or subscribers.
To access the distribution settings, create a new content in Publish, add your basic information, related content etc. and click on Save and continue in the lower right corner. If you already have a draft, find your content in Publish and directly click on Distribution.
In the distribution settings you’ll find the publication date. Select Publish on… and backdate it at least 8 days.
After you have backdated and published your content this way, you may even change the publication date to a more current date, for example today’s date, without any emails being sent out. That is because the content then already has been published.
When publishing content on Mynewsdesk, it is sent by email to subscribers, followers and your own contact lists, though there are a few exemptions.
We won’t send an email when you
In summary, you can say that an email is sent when you publish a press release, news story or blog post for the first time, without backdating it.
Learn more about Publish in our Guides
or learn how to send already published content to more recipients
To manage your contacts and press contacts, select Publish and then Contacts. When you post a new contact, no emails are sent to followers or subscribers.
Learn more about Publish in our Guides
or learn the difference between a contact and a press contact
If you wish to add new contacts to your network, you can add contacts manually or import them.
Add contacts manually:
– Go to the menu Contacts and select Manage Contacts.
– Click on + New Contact and fill in the contact information, save your changes.
– Once the changes are saved you can click on List to add the contact to an existing list.
– Go to the menu Contacts and select Import.
There are two options to imports contacts, import a file or copy and paste contacts from your computer.
To download your contact lists as CSV file:
Click on the menu Settings and select Contacts settings.
In the Download contacts panel, choose a list to download, or all your contacts at once.
They will then be sent as a CSV file to your registered email address.
You can then import this list using e.g. Excel. If you choose all contacts at once, they will be presented in a list, but not divided into which list they are in.
The standard setting when you send something from Mynewsdesk is that the “from’ address is email@example.com.
You can customize the from address to your own email address eg. firstname.lastname@example.org. Go to the Settings menu and select Email settings.
To set up a custom “from address”, please read the technical instructions on how to configure DNS settings, giving us authorization to use your email address for your Mynewsdesk account.
This is for Professional or Enterprise customers.
The logo appears at the top of all pages in the newsroom.
To add or change your logo:
– Go to the menu Settings and select Newsroom settings.
At the top of the page on the right, you can remove the existing logo and also choose a new one.
Mynewsdesk supports the following file types: JPG, GIF or PNG.
– Click on Choose image, a folder opens on your computer, and you can navigate from there to find your logo and add it.
– Don’t forget to save at the bottom of the page.
In Settings and Newsroom settings you can write both of the company descriptions.
The Company description can be seen in the newsroom’s first page and the boilerplate is always presented directly at the bottom of your press releases.
The boilerplate may be exactly the same as the company description or a completely different text. You can also change it temporarily in a particular press release if you wish.
You can add more users to get access to your newsroom account:
– Click on the Settings menu and select Users and you will see those who have already registered and are users.
At the bottom of the page you can invite the new user by typing their email address.
– Click on Invite and the new user will receive an email with a couple of steps to follow to create their own login details. If they already have access to other accounts on Mynewsdesk, they must be completely logged out from these before creating new login details.
The link is only valid for two hours.
All your contacts are visible in the newsroom under the Contacts tab, but the difference is that press contacts are always shown as contacts on the first page of your newsroom, and are automatically included in your publications.
If you wish to include a contact who is not a press contact in a publication, you will have to add them under Related content. You’ll find Related content when you create new content in Publish.
At Mynewsdesk, we tend to think of press releases as being somewhat more formal in style than news stories. This is where we publish events and happenings that might contain company information and heavier content with more news value.
News stories are often more informal in style and written as shorter stories, updates and newsletters.
We think of blog posts as the third stage of text content, and often use them to communicate tips and tricks, or to write more personal texts to share with our customers.
If you write a summary in e.g. a press release, the summary will not be shown in the actual publication.
The summary will be displayed in list views, like for example search engine results, social media feeds or on Mynewsdesk Stories (http://www.mynewsdesk.com/se/stories). Moreover, it will be included in the email alerts which are sent out to followers of categories.
If you want the summary to appear in the press release, you will also have to include it in the body text, for instance as a preamble.
If you have forgotten your password:
– Go to our login page at http://www.mynewsdesk.com/user/signin
– Click on Forgotten password below the green Login button.
– This will bring you to a new page where you enter the email address you used to register your login details.
You will receive instructions by email on how to reset your password.