Data Privacy and Personal Rights When Using Video in the Enterprise

Digital privacy and enterprise video

Data privacy is a very hot topic subject in many organizations. There are legal requirements but also company policies that might vary across different companies. The following FAQ is intended to answer the most common questions around personal data privacy and usage of video in the enterprise.

Q&A on Data Privacy

Q: What rights do I have with regards to Videos in which I am shown?
A: In principle, every person has full ownership rights of his/her picture. This right extends to video as well regardless of where the video will be shown (internally within the organization or externally).
Q: Do I need to ask a person’s permission before recording and publishing a video in which they are included?
A: In principle, yes. However, recording a video is not the issue. It is only if the video is published that it becomes an issue. There is a difference if the Video is shown in a private environment or public places.
Q: Can I store video on our Enterprise Video platform?
A: Yes, however it depends on your access rights to the platform, which your platform Administrator will define. Access rights determine which actions you are entitled to. For example, whether you may save the video, where you may save it to within the platform and who else within the organization has the right to view, comment, edit etc.
Q: How should I ask for permission?
There is no formal process specified by law. You may consult with your system administrator either verbally or in writing.
Q: What are some best practices in enterprise-level video platforms?
A: It is common practice to inform the user of the video platform about related policies and include a disclaimer that needs to be explicitly accepted by the use before any video upload or before publishing.
Furthermore, publishing to open categories or channels should use moderation features so videos and associated permissions rights are verified before a video is made public. Depending on the internal workers council rules, additional checkboxes can be added to a video to track the permission to use the video. It is also common to define company policies for internal video recordings, e.g., internal company meetings do not require individual permissions.
Q: How does Kaltura help Enterprises to meet their privacy requirements?
A: Kaltura products have been designed with privacy in mind. This concept is implemented across the Kaltura platform from a personal Media Gallery, to private categories and channels, authentication options and user access management. Kaltura’s video management platform also provides moderation workflows that prevent uncontrolled publishing of content. Automated workflows for data retention or deletion can be configured when employees leave the organization or for compliance purposes. Additionally, custom metadata fields add information to each media asset. Lastly, configurable disclaimer capabilities and the possibility of flagging inappropriate content are all out-of-the-box privacy features included with Kaltura’s video management platform.

Want to know more about deploying an enterprise video solution? Watch “Intranet 2.0: Video as Part of the Global Digital Workplace at Skanska.”

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