Data protection-compliant documents with video content

Avoid legal uncertainties with StoryBox

Successful, agile companies today rely heavily on video content, not only for marketing but also for internal processes or customer matters. From company presentations to webinars to knowledge databases - videos are a popular medium because it has many benefits. It makes what is said more approachable, and more human, is explained understandably, minimizes the error rate, saves time, and is overall more appealing and effective. But with video content, companies go due to new data protection regulations Even the legal uncertainty associated. Large German companies such as 1&1, AOK, and Sky have already had to pay millions of dollars in fines in the past as they failed to comply with data protection regulations.

Especially when it comes to videos, companies are often faced with the challenge of fully taking into account the applicable data protection regulation (GDPR for short). Content such as photos or videos is based on personal rights and the German Art Copyright Act (KUG), which is now being replaced by the all-encompassing GDPR.

Definition of the term: The General Data Protection Regulation

Since 2016, the GDPR has been a law in force in Germany on the Protection of data of natural persons. Such regulations also exist in other countries, for example in the form of the GDPR in the European Union and LGPD in Latin America. The law regulates the processing of personal data by companies, authorities, and associations. This includes data from people involved, such as employees and customers, but also from citizens of the state. The law is intended to better protect individual personal rights through the right to consent, deletion, etc.

Why is video recording so sensitive when it comes to data protection?

Several people can often be seen in a video - whether for company advertising campaigns, social media posts, or internal presentations. Think, for example, of a video recording on a busy street for a corporate video or recordings at a company event. It is not only decisive that a person can be seen and therefore the basic rule §22 KUG applies, but that the Processing of personal data exists (Act Art. 4 No. 1 GDPR), as videos are posted or shared in the company network. Accordingly, consent to recording is mandatory. The following also applies: Even those who only run through a video without being consciously or actively involved in the recording must give their consent to “appear”. Especially with a large number of people in the video, this involves a considerable amount of work.

How have companies handled data protection so far when recording video?

The most tricky thing is not to take data protection seriously. Project managers of video campaigns often assume that their employees all agree to appear in the company video, of course. Or else, prevails mistakenly the assumption that Only the speakers give consent must. This leads to enormous gaps in the corporate protection of personal data.

If consent is obtained for video recordings, this also often ends in Document deserts. The files must be signed, sorted, and managed. During data protection checks, they must also be easy to find and comply with the burden of proof. You often experience that the documents are incomplete or not available when they are needed, which leads to data protection violations, as can be seen from the penalties imposed by big players such as 1&1, Swiss Airlines, etc. Because when it comes to data protection, authorities are now taking action hard.

How StoryBox implements data protection for your business videos

With StoryBox, video recordings are always compliant with data protection regulations! Every sequence that is recorded with the StoryBox video app requires consent from every person to be seen. In doing so, the StoryBox app replaces written documents, which can cause numerous problems.

Here's how it works: A corresponding reminder appears within the app after recording, which indicates that GDPR compliance has been added. However, the person does not simply agree to the recording, but from them, the Consent is also recorded as a video. The GDPR sequence contains brief instructions on what the person must say to be protected in terms of data protection as a company. The GDPR recording is then saved in the corresponding video project. In this way, the appropriate legal protection can be maintained for each clip. 

As part of the respective video project, the “Recorded Approvals” section can also be seen. This contains all recorded consents to the existing sequences. Is a Data protection audit Is it necessary in this area easy to carry out?

Conclusion: Data protection with StoryBox

• Don't forget your consent for video sequences
• No administrative effort with documents
• No loss of consent
• Consistent and comprehensive data protection for video content
• Digitalization of content, including consent
• Any consent by storing the video consent centrally in the cloud for the respective video project can be accessed remotely at any time

Want to see more? We would be happy to give you a demo of what data protection looks like for your use cases and can be complied with by StoryBox.

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