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Images and Videos

Images and Videos

Taking a photo in public is generally fine; it’s what you do with that photo that can potentially become a data protection issue. View UCD's Short Guide to Taking Images and Videos below for further guidance. 

Use of Virtual Classrooms

When using the virtual classroom platforms (Brightspace, Zoom, Google Meets) data protection and compliance with the GDPR are essential.

The following should be implemented:

  • Notify all that session will be recorded - Clearly identify the purpose of the recording and where and how long it may
    be available, and who will have access to it.
  • Make participants aware of when the recording is about to commence, and when the recording is stopped.
  • Invite people to remain muted & video off, if they do not wish to be captured in recordings intended for general use.
  • Upload recordings of lectures/teaching and learning activities to a secure UCD provided video streaming platform.
  • It is the responsibility of the staff member who created the virtual classroom session to delete the recording once it is
    no longer required for the purpose for which it was stored. Keeping recordings longer needs explicit consent from all
    subjects (lecturers and students) involved. Staff and students have the right to request deletion of any recording that
    includes their image and is processed based on consent.
  • Staff who wish to record guest speakers must ensure that they have provided them with a privacy notice for same.

NOTE: For online courses, don’t forget in advance to consider how you will run online exams and what needs to be put in place to manage them compliantly!

UCD T&L has prepared a guidance document for online teaching and learning in UCD.

Use of Lecture Capture Enabled Rooms

When using lecture capture enabled rooms data protection and compliance with the GDPR are essential.

The following should be implemented:

  • The module coordinator is responsible for advising students that they may inadvertently be recorded in Lecture Capture enabled rooms.
  • Recordings should be published to the appropriate module in which the live lecture forms part.
    o Recordings originated in the VLE, using the designated virtual classroom solution will be available within the module by default/automatically.
  • To assist students with module revision and examination preparation, lecture recordings should remain accessible on the VLE for the duration that the student has access to the active module for which they are registered.
  • Unless specifically requested otherwise, recordings will be routinely deleted 13 months after recorded unless they are uploaded to a video streaming service.
  • No recordings will be kept beyond this point without additional explicit consent from all subjects (lecturers and students) involved. Staff and students have the right to request deletion of any recording that includes their image.

UCD Estate Services has prepared guidance for lecture capture systems in UCD.