Publication of personal data on social media
Due to the General Data Protection Regulation (GDPR), we need to follow common guidelines when publishing personal data in social media. Below are questions and answers about various publications. The information below applies to publications by persons over 18 years of age.
Publish photos
Scenario
I want to photograph one or more persons (employees and/or external persons), which I will then publish on social media.
Examples
- One or more photos of one or more identifiable persons, published directly on the social media channel.
- A preview (preview link) of a web page on kth.se with one or more identifiable persons.
This applies
The legal basis for the processing is public interest.
The person participating needs to be informed that the photo will be published on social media.
First ask if the prospective participant wishes to be photographed, respect a "no". If the person is favourably disposed, inform them of the following through email or information card:
Thank you for allowing us to photograph/film you!
You have been photographed/filmed by (representatives of) KTH.
KTH photographs/films various parts of its activities in order to provide information about its work and its organisation.
KTH is the data controller for the films.
The photo/film will be published in KTH's social media.
The photo/film is handled in accordance with KTH's information management plan and may be published in KTH's social media for up to five years before being deleted. Images preserved at KTH will be transferred to KTH's e-archive.
If you have objections or complaints: please contact KTH's data protection officer (dataskyddsombud@kth.se; 08-790 60 00).
More information about how we handle your personal data: www.kth.se/socialmedia-gdpr
Publish photos from events
Scenario
I have taken photos of an event that I want to publish on or in social media. The photos show one or more identifiable people.
This applies
You need to ensure that those who have participated in the event have been informed that photography will take place on site and that the images may be published on social media. This information must be provided when registering for the event.
For questions, please contact evenemang@kth.se .
Publish a film
When producing a film, it is important that you think about the purpose of the film to be produced. A key question is: Is the film being produced to remain on the channel(s) for a long time or can it be deleted from the channel if necessary?
If it's a major production with many actors and a large budget, you probably want it to be published for a longer period of time. If it's a smaller production where the film is produced using a mobile camera and published immediately, the publication time is probably not as important.
Depending on what film you are making, GDPR will be handled in different ways.
Scenario 1
I want to produce a film with one or more participants (employees and/or external persons), which I will then publish on social media. The film is produced for the main purpose of being uploaded to social media and can be deleted without any problem or delay if necessary.
Examples
- Films for Tik Tok
- Films for Instagram and Facebook
- Instagram or Facebook stories
- Instagram or Facebook reels
This applies
The legal basis for the processing is public interest. Since the film(s) are published in the social media channel, it is important to inform that the personal data will be shared there.
First ask if the prospective participant wishes to be filmed, respect a "no". If the person is favourably inclined, inform them of the following through email or information card:
Thank you for allowing us to photograph/film you!
You have been photographed/filmed by (representatives of) KTH.
KTH photographs/films various parts of its activities in order to provide information about its work and its organisation.
KTH is the data controller for the films.
The photo/film will be published in KTH's social media.
The photo/film is handled in accordance with KTH's information management plan and may be published in KTH's social media for up to five years before being deleted. Images preserved at KTH will be transferred to KTH's e-archive.
If you have objections or complaints: please contact KTH's data protection officer (dataskyddsombud@kth.se; 08-790 60 00).
More information about how we handle your personal data: www.kth.se/socialmedia-gdpr
Scenario 2
I want to produce a film with one or more participants (employees or external people) that I will then publish on social media. The film is produced to remain on social media and/or the web, and the intention is that it will be published on the channel over time.
Examples
- Elaborate films with a high budget
- Films with many participants
- Marketing/campaign films
This applies
In this case, it is particularly important to ensure that the participants agree to their personal data being shared on social media, as the film may be posted on the channel for a longer period of time. An agreement is required in which the participants authorise their participation. See participation agreement.
The legal basis for processing is then an agreement. These agreements must be registered according to the established procedure.
Contact
For further questions about KTH's handling of personal data in social media, contact KTH's data protection officer: dataskyddsombud@kth.se , telephone number: 08- 790 87 52.