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Image-use regulation

How maakleerplek vzw handles photo and video material during activities, workshops and events.

Version

This document forms an integral part of the internal rules of maakleerplek vzw and describes how photo and video material is handled during activities, workshops and events, in accordance with the General Data Protection Regulation (GDPR).

1. Purpose and scope

maakleerplek vzw organises educational, cultural and social activities. During these activities, photos and videos may be taken in support of:

  • our activities and archiving;
  • communication (website, social media, newsletters, printed matter);
  • reporting on and promotion of future activities;
  • collaborations, including sponsorship and partnerships.

This regulation applies to all participants, visitors, volunteers and instructors. The additional provisions of article 5 apply to minors.

2. Types of image use

maakleerplek vzw distinguishes three forms of image use:

a) Anonymous use:

Atmosphere shots in which people are not or barely recognisable (no close-ups, no focus on individuals, group or atmosphere shots).

b) Recognisable use:

Images in which people are clearly recognisable, including close-ups or situations in which a person is the focus of the image.

c) Licence and partner use:

Images that may be shared with partners or sponsors of maakleerplek vzw, solely in the context of communication, reporting or promotion of the collaboration.

3. Recording images and consent

During activities, workshops and events of maakleerplek vzw, photos and videos may be taken. The use of this visual material is distinguished according to the three forms of image use described in article 2.

For anonymous use as referred to in article 2, a), no individual consent is required where people are not or barely recognisable and are not the specific subject of the recording.

For recognisable use as referred to in article 2, b), consent for the use and publication of the visual material is requested in advance where this is required by law. This consent is requested in a clear and active manner and is not presumed on the basis of silence or mere participation in an activity.

For licence and partner use as referred to in article 2, c), the visual material is shared solely within the purposes communicated in advance and within the framework of the collaboration concerned.

Where consent is used as the legal basis, this consent can always be withdrawn for future use. Withdrawing consent does not affect the lawfulness of the processing that took place before the withdrawal.

4. Right to object (take-down policy)

Every data subject may object to the use of visual material in which he or she is recognisable and, where the processing is based on consent, may withdraw that consent. An objection can easily be submitted by emailing privacy@maakleerplek.be

The email must make clear which communication material/image it concerns. You provide a clear description and/or a screenshot of the material objected to.

Upon receipt of the objection, maakleerplek vzw will respect it and take reasonable measures to:

  • no longer show the data subject in a recognisable way;
  • stop using existing visual material where this is possible and reasonable;
  • take already published images offline, where reasonably possible, or stop their further use.

5. Minors

Particular care applies to minors. Parents or legal representatives may object on behalf of the minor. Activities aimed at minors are, where possible, communicated mainly through anonymous image use.

6. Rights of data subjects

In accordance with the GDPR, every data subject has the right to:

  • access to his/her personal data;
  • rectification or deletion of visual material;
  • restriction of or objection to processing;
  • withdraw consent where the processing is based on consent.

Requests can be addressed to maakleerplek vzw via the official contact details.

7. Final provisions

This regulation may be amended if our activities or legislation so require. The most recent version always applies and is communicated via the usual channels of maakleerplek.

By taking part in activities of maakleerplek vzw, one declares to have taken note of this regulation.