FAQ for lecturers

When processing personal data (pictures/audio/video), you must clarify whether you need to obtain consent before use or not. As a general rule, the following applies: 

• No personal information: You do not need any consent, but if you have not taken the picture or recorded the video/audio yourself, you must make sure before use that the owner has given you permission to use the picture/video/audio. 
• General personal information: You are allowed to use pictures/video/audio with general personal information without prior consent if there is a valid purpose for the processing – e.g. that it is part of running a university. 
• Sensitive/confidential personal information: If you want to use picture/video/audio with sensitive or confidential personal information, you must always obtain consent of the person to whom the information relates.

Always pay attention to the following: 1) Remember that pictures/video/audio may only be used in the context for which they were collected. 2) You are not allowed to use the pictures for something that violates the expectations of the person in the picture/video. 3) You must not (without asking) publish pictures/videos that people may not want to have published (e.g. people who are visibly intoxicated). 4) If someone other than yourself has taken the picture or recorded the video/audio, you should also make sure that the originator has given you permission to use the picture/video/audio. 

If you are collecting new pictures/videos, make sure that the duty to inform  is met – even if you do not have to obtain consent. Please contact your local GDPR coordinator for specific guidance. 

You can see an overview of the typical general and sensitive personal information here. You can read more about the requirements for consent in the Danish Data Protection Agency’s guidance (in Danish), and if you need a declaration of consent, please contact SDU RIO.

It is possible to stream teaching without consent to the processing of personal information from either the lecturer or those present. SDU RIO has considered the legal basis (in Danish), and HSU has also made a decision  (in Danish) in this regard.  

Although it is not necessary to obtain consent, the duty to inform must still be met before the processing can begin. Among other things, information must be provided about the purpose of the recording, whether the recording will be given to others etc. Contact your local GDPR coordinator for guidance on the duty to inform. 

As a general rule, no. When it belongs to others (e.g. an assignment written by a student), always make sure that you are allowed to use/share it. It makes no difference whether it is a picture or an assignment. As a general rule, an external examiner or a supervisor from a company can see the assignment, but be aware of any confidentiality. If you are in doubt about what to do, you can contact SDU RIO for guidance.

As a general rule, SDU is responsible for ensuring that there is no general, sensitive and confidential personal information in the assignments that are published/shared. Therefore, make sure to read an assignment thoroughly before you share/publish it. This applies to all faculties.

Examination numbers are not confidential. See also the Education Council’s decision at the meeting in January 2019, item 8 here (in Danish).

Regardless of the types of personal data included in the project, you must be aware of the legal sharing of data with external parties, NDAs (non-disclosure agreements), etc., when an external actor is involved. Therefore, please contact SDU RIO if in doubt.