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GDPR INFORMATION AND CONCENT FOR MEDIA RECORDING

Introduction

This statement provides clear information regarding the processing of personal data (in the form of photographs and video footage). By proceeding with registration, attendees will acknowledge they have read and understood this notice.

 

Data Controller Information

The entity responsible for determining the purposes and means of processing your personal data (photos and videos) is:

  • Full Company Name: Tern Systems ehf.

  • Company Address: Hlíðasmára 15, 201 Kópavogur, ICELAND

  • Contact E-mail: marketing@tern.is

 

Purpose and Lawful Basis for Processing

Purpose of Processing

To create both video and photo content covering the open day. The purpose of this material is to document and showcase the work carried out, highlight key results, and demonstrate stakeholder engagement in the project.

Lawful Basis

Legitimate Interest (Art. 6(1)(f) GDPR): Tern Systems ehf. has a legitimate interest in promoting its activities, projects, and stakeholder engagement, which outweighs the minimal impact on individual privacy from general event photos/videos. For close-up shots, interviews, or clearly focused individual/small-group shots, explicit consent will be requested at the time of recording to ensure the highest level of protection.


 

Data Sharing 

The resulting photos and videos will be shared internally within Tern Systems and with the project partners for dissemination purposes. They will be made publicly available via the following channels, which act as recipients:

  • Communication Channels:

  • Social Media Platforms:

    • LinkedIn

  • Other Uses: The content may also be used in internal and external presentations, promotional materials, and official project reports.

Note: As photos and videos posted on public platforms like LinkedIn can be further shared by other users, Tern Systems ehf. cannot fully control the subsequent re-sharing once content is made public.

 

Data Retention Period 

In line with the GDPR principle of storage limitation, personal data will not be kept longer than necessary for the stated purpose.

  • Retention Period: The media content will be securely stored and retained for the duration of the project and up to five (5) years after its completion.

  • Justification: This period is necessary to ensure the media is available for final project documentation, legacy purposes, reporting requirements to funding bodies (if applicable), and for a reasonable period of showcasing the project's success.

  • Deletion: After the maximum retention period (or if the purpose is fulfilled sooner), the content will be deleted or irreversibly anonymized (e.g., blurring identifiable faces) where possible.

 

Your Data Subject Rights

Under GDPR, you have the right to request access, rectification, erasure, restriction of processing, and the right to object to the processing of your personal data.

  • Right to Object/Withdraw: Even if our basis for processing is Legitimate Interest, you have the right to object to the processing of your image at any time. If you do not wish to be photographed or filmed, you must:

    1. Inform the photographer/videographer at the event, or the event organiser, so they can ensure you are not included in the shots.

    2. Alternatively, you may contact us via marketing@tern.is immediately after the event with a clear description of where you may have appeared, and we will take all reasonable steps to blur your image or remove the footage/photo from our control prior to its public release.

    3. If an image has already been published, we will remove it from all channels under our direct control upon receiving your objection.

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