Certain conditions are associated with recording, making and publishing images (photos and videos) at Erasmus University Rotterdam (EUR). Both the General Data Protection Regulation (GDPR) and Copyright Act apply to making and publishing images. The privacy of students, staff and visitors is always key.
Therefore, you must consider the process outlined below if you plan to create or have visual material created at an event or another occasion.
In some cases, EUR has a justified interest in making and publishing images. This means that EUR's interests are more important than the right to privacy of the data subject concerned at that time. For example, the reporting of (academic) events falls under the freedom of speech or journalism.
Image Bank & Verify
As a university, we have our own image bank to store and use visual material in a proper way. Everyone featured in a photo or video must give their consent. We manage this through a digital consent form. To manage the consent forms we use the tool Verify.
For the image material in the Image Bank, two types of photo sessions are distinguished:
- Photo sessions for various purposes, such as educational marketing, internal branding or science communication
- Photo sessions for (large-scale) events
Below is the legitimate process for adding new visual material to the image bank.
Keep in mind
There needs te be a separate contact person (faculty admin) for faculties/services to help with the proces. If there is no faculty admin for your faculty/service, please contact marketingsystems@eur.nl.
Visual material: Various applications
To protect the privacy and rights of both the models and the photographer, two documents are required for each photo session:
- An assignment agreement (for both the client and the photographer)
- A consent form (for the models)
Firstly, create an assignment agreement with the photographer. This agreement will contractually outline the arrangements for the photo session between you as the client and the photographer as the contractor. Ensure that the agreement is fully completed.
For each new photo session, the contact person within your faculty or department creates a project in Verify.
Is there no contact person for your faculty/service? Please contact marketingsystems@eur.nl.
Once the project is linked to a form, a QR code is generated. Your contact person will share this QR code with you. The models featured in the visual material must scan the code to fill out and give their consent digitally.
Be aware!
After the first signature, the model will receive an email. The form must be signed a second time through this email. Only then is the consent officially granted.
Once the models have signed, the faculty admin can link the signed forms to the photos in Verify. The photos are then uploaded from Verify to Lytho. This process is further managed by the faculty admin.
The assignment agreement must be uploaded to the image bank by you or the faculty admin. This can be directly done in the image bank.
After uploading the agreement, it needs to be approved by the faculty admin. Once approved, the agreement can be linked to all images to ensure the photographer's copyrights are protected. Linking the agreement is also the responsibility of the faculty admin.
Visual material: (Large-scale) Events
Create an assignment agreement with the photographer, in which you contractually outline the arrangements for the photo session between you as the client and the photographer as the contractor. Make sure the agreement is fully completed.
The faculty admin uploads the photos to Verify. From Verify, the photos are then uploaded to Lytho. This process is further managed by the faculty admin
Is there no contact person for your faculty/service? Please contact marketingsystems@eur.nl.
The assignment agreement must be uploaded to the Image Bank by you or the faculty admin. This can be directly done in the Image bank.
After uploading the agreement, it needs to be approved by the faculty admin. Once approved, the agreement can be linked to all images to ensure the photographer's copyrights are protected. Linking the agreement is also the responsibility of the faculty admin.
For staff
For more privacy-related guidelines and policy documents, see the page on MyEUR.
Contact
If you have any questions regarding these agreements, you can email team Legal Advice.
If you have questions about the process, you can email Marketing Systems.
Downloads
FAQ
You use this agreement if you want to purchase existing work from a photographer or videographer for the use of Erasmus University Rotterdam.