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Month: June 2022

GDPR

The General Data Protection Regulation act, better known as GDPR, has defined personal data and a number of requirements for companies collecting, storing and managing personal data. Personal data is any information about an identified or identifiable person.

Portraits are considered a part of personal biometric data and categorized in the group of sensitive personal data. With the increasing use surveillance and security system, the use of face-detection systems is attracting more and more focus. It is expected that privacy around portraits will get a much higher attention when it comes to future revisions of the regulations and when companies are being GDPR autited by external companies.

Requirements for the company

With the increasing digitalization and use of portraits in many different company platforms, managing and handling employee portraits it has become much more critical for the company to comply with GDPR.

The Company has the obligation to:
  • Collect individual employee consent for the company to use their portraits on marketing material, on web-sties and in internal systems.
  • Manage change of consent from the employee during the employee journey
  • Respond to request from the employee to identify where portraits are used
  • Respond to request from the employee to delete portraits in all company systems.
  • Manage individual employee consent for the company to use their portraits on marketing material, on web-sties and in internal systems.
  • Manage change of consent from the employee during the employee journey
  • Respond to request from the employee to delete portraits in all company systems, when the employee leaves the company.
In order to be GDPR compliant the company should therefore evaluate:

Where are the portraits stored – on a local PC or a central storage? Is storage made on a shared drive where everybody has access to the individual portraits? How do the company protect privacy and avoid copying and distribution? Are the portraits stored with at filename of the person? In which systems are they used? Does the company have consent from everybody and how do you keep track of this? How is the consent list updated when a new employee start or an existing employee leave the company or the organization. When using external photographers, does the photographer have systems and processes in place to handle portraits in compliance with GDPR, from photoshoot through processing and delivery.

Many systems will have their own functionality to support the system related GDPR compliance issues, but it is a tedious and time consuming task, to keep track on portraits across different systems and in different locations.

GDPR compliance through-out the employee journey

In terms of integration, Eikonice is very flexible and can be used in a semi-automated way – and still give the company the full advantage, when it comes to GDPR compliance. Full integration means that Eikonice stays updated via the company ADD or HR system. Upload of portraits to the company website and other digital platforms is done directly. For implementation of the integrated eikonice solution we need to have a dialogue with the IT-department to understand the IT-architecture and how we optimize the use of Eikonice. But in a Semi-automated solution, Eikonice will simply act as an external support for your photo processing – and integration to Eikonice will be done through uploads from excel/csv files and bulk downloads of final portraits to your server. In this way, Eikonice will still be an important and effective tool for you creating increased efficiency and savings, in relation to your current way of working.

New Identity – Moalem Weitemeyer

They are also a way to make employees feel part of the team – we are building a common culture and brand.

When you are in the people business, it is essential to master the gap between the overall brand identity of the company while offering each and every employee the opportunity to show their own personality, within the company’s framework.
In connection with the name change to Moalem Weitemeyer, the Tier 1 corporate law firm wanted to mark the change by developing a new visual design for the company. It provided an opportunity to revitalize the corporate brand – leading to a new visual identity.

Barbara Holden Lockhart, Head of Communications & Engagement at Moalem Weitemeyer says: “People are our most important asset. Therefore, it was important for us to involve employees in the development of our new corporate identity and to engage them in the implementation of it. Portraits became a visual component in driving employee engagement.

Deciding the background colour for an employee’s portrait is a collaboration process with that specific employee. We believe that the individual’s personality must have a place within our overall corporate identity”.

One team – many players

The corporate identity defines a range of colours, and in this case, there is no primary colour. They are all equal. This vision also applies when it comes to the firm’s employees. There is great focus on unity because all functions have their role to play in securing the daily life at the office and the firm’s success. Therefore, all employees are represented on the website – with a portrait, but also with contact information, background data and a link to their LinkedIn profile. We want to be accessible and modern – in a classic professional way.

Personality reflected in portrait

A classic cropping of the portrait has been deliberately chosen. To add additional personality, employees are, as mentioned above, part of the decision process regarding the background colour for their portrait. A feature emphasizing diversity, which is an important value for the company.

At the moment, the portraits are used on the website, intranet, campaigns and as part of pitches, presenting the specific team for a project. Additionally, employees use the portraits on LinkedIn along with a company cover illustration matching the background of the portrait.

In the end Barbara Holden Lockhart sums it all up by saying “Portraits are important to everybody, and they help transform companies from a faceless business to a corporate brand of real people – people to whom our clients can relate. They are also a way to make employees feel part of the team ‒ we are building a common culture and brand. And when you are in the people business, it is essential to master the gap between the overall brand identity of the company while offering each and every employee the opportunity to show their own personality, within the company’s framework”.

Contact us

Eikonice.com
Rabalderstræde 7
4000 Roskilde
Denmark

CVR: 36082909

Mail: info@eikonice.com

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Privacy, data ownership and achieving GDPR compliance from day one

eikonice ensures that you always protect your employees’ privacy and provide full autonomy of their own data adhering to GDPR. 

Portraits are considered personal data, and with the easy tagging and filing system you can easily delete any portrait upon request. You can even have the portrait be deleted automatically when the employee no longer works at your company. 

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Please feel free to contact us should you have any questions or inquiries.


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