Munich Datageeks e.V.

Video Recording & Photography Policy

1. Overview

Our club organizes events to create spaces for community knowledge sharing. To make these talks and discussions available to the wider community, we record our events and publish them publicly. This policy explains our recording practices and your rights.

2. What We Record and Why

2.1 Purpose

  • Primary Goal: Preserve and share knowledge from talks and presentations
  • Educational Use: Make content available to those who couldn't attend
  • Community Building: Create a library of community knowledge
  • Documentation: Maintain a record of our events and activities

2.2 What Gets Recorded

  • Speaker presentations (video and audio)
  • Presentation slides and screen shares
  • Audience questions (audio and sometimes video)
  • General event atmosphere (photos and brief video clips)
  • Panel discussions and Q&A sessions

2.3 What We Publish

  • Public platforms: YouTube, Vimeo, or similar video platforms
  • Club website: Embedded videos and photo galleries
  • Social media: Event highlights, key moments, promotional clips
  • Archives: Long-term storage for community access

Legal Basis:

  • Art. 6(1)(f) DSGVO (legitimate interest) - Educational documentation and knowledge sharing
  • Art. 6(1)(a) DSGVO (consent) - For speakers and active participants who agree to be featured

3. Notice and Transparency

3.1 Event Registration/Invitation

Every event invitation (Meetup, email, website) clearly states:

"⚠️ This event will be recorded (video and audio) and photographed. Recordings will be published on YouTube and our website. By attending, you acknowledge this recording will take place. See our full recording policy: [link]"

3.2 On-Site Signage

At every event entrance, we display:

🎥 VIDEO RECORDING IN PROGRESS 🎥

This event is being recorded for public sharing:
- Speaker talks will be published on YouTube
- Audience questions may be recorded
- Photos will be taken for social media and website

WHERE RECORDINGS ARE PUBLISHED:
YouTube: https://youtube.com/@munichdatageeks
Website: munich–datageeks.de

DON'T WANT TO BE RECORDED?
- Sit in the "No Recording Zone" (marked area in back)
- Use our chat/written Q&A instead of speaking
- Speak to our coordinator (yellow vest) at entrance
- Turn off your camera during online portions

Questions? meetups@munich-datageeks.de

3.3 Verbal Announcement

At the start of each event, the moderator announces:

  • That recording is in progress
  • Where content will be published
  • How to ask questions without being on camera
  • Contact information for later removal requests

4. Recording Zones and Opt-Out Options

4.1 Speaker Area (Full Recording)

  • Front stage/speaker area: Fully recorded (video + audio)
  • Speakers agree to recording as part of their participation
  • Speaker consent obtained in advance (see Section 8)

4.2 Main Audience Area (Selective Recording)

  • Video: Generally focused on speaker; audience not primary focus
  • Audio: Audience questions may be captured when using microphone
  • Photos: General crowd shots where individuals aren't main subject

4.3 "No Recording Zone"

  • Designated area (usually back rows or side section) clearly marked
  • Cameras avoid this area
  • If you need to ask a question from here, use written Q&A or anonymous submissions
  • Photos avoid identifying individuals in this zone

4.4 Online/Hybrid Events

  • Default: Cameras off for audience in video calls
  • If you enable camera: You consent to potential recording
  • Chat messages: May be read aloud and recorded if you submit questions
  • Use anonymous/private messaging to moderator to avoid being recorded

5. How to Avoid Being Recorded

Before the Event:

  1. Don't attend in person - Watch the published recording later
  2. Join online with camera off (for hybrid events)
  3. Contact us in advance if you need special accommodations

During the Event:

  1. Sit in the "No Recording Zone" - clearly marked area
  2. Don't ask verbal questions - use written Q&A cards or chat
  3. Inform our coordinator (yellow vest) if accidentally recorded
  4. Turn away from cameras during crowd shots

After the Event:

  1. Request removal - Contact us within 14 days for priority handling
  2. We will blur/edit you out of published videos if reasonably possible

6. Publication and Storage

6.1 Where We Publish

6.2 Retention Period

  • Published videos: Indefinite (educational archive)
  • Raw footage: Deleted 90 days after published video is finalized
  • Photos: Published images kept indefinitely; unpublished deleted after 1 year
  • Exception: Upon removal request, we delete/blur as soon as technically feasible

6.3 Metadata and Descriptions

  • Video titles include: Event name, date, speaker name
  • Descriptions include: Speaker info, topic, relevant links
  • Tags include: Event type, topics covered
  • No personal data of audience members in titles or descriptions unless they were featured speakers

7. Your Rights

7.1 Right to Information (Art. 15 GDPR)

Request information about what recordings include you:

7.2 Right to Object (Art. 21 GDPR)

Object to being in recordings:

  • During event: Move to No Recording Zone or inform coordinator
  • After event: Request removal (see 7.4)

7.3 Right to Erasure (Art. 17 GDPR)

Request deletion/removal from recordings:

  • Individual audience member: We will blur your face or edit you out if technically feasible
  • Response time: Within 30 days
  • Limitations: Complete removal may not be possible if you're integral to content; we'll discuss alternatives

7.4 How to Request Removal

Email: meetups@munich-datageeks.de
Subject: "Video Removal Request - [Event Name/Date]"

Include:

  • Event date and name
  • Approximate timestamp where you appear
  • Your appearance description (to help us locate you)
  • Reason for request (optional but helpful)

We respond within 7 days and complete removal within 30 days.

7.5 Limitations on Removal

We may not be able to fully remove you if:

  • You were a featured speaker (contractually agreed to recording)
  • You asked a significant question that's essential to the content
  • You're part of a large crowd shot where you're not identifiable
  • Technical editing would destroy the educational value

In these cases, we'll discuss alternatives (blurring, audio removal, etc.)

8. Speaker and Presenter Agreements

All speakers receive and sign a Speaker Release Form that includes:

  • Permission to record and publish their presentation
  • Rights to use their name, image, and voice
  • Publication platforms and duration
  • Creative Commons licensing (if applicable)
  • Compensation terms (usually none for community events)

8.2 Slide and Content Rights

Speakers confirm they have rights to all content in their presentation (images, code, data, etc.)

8.3 Speaker Control

  • Speakers can request recording to stop during specific portions
  • Speakers receive link to preview before publication
  • Speakers can request removal within 7 days of publication

9. Special Cases

9.1 Minors (Under 16)

  • Strongly discouraged from being featured in recordings
  • If present: Parents must sign consent form
  • Questions from minors: Audio only, no video, or written submission

9.2 Panel Discussions

  • All panelists sign consent forms in advance
  • Audience Q&A follows standard recording policy

9.3 Workshops and Hands-On Sessions

  • More restrictive recording (focus on instructor, not participants)
  • Close-ups of participant work require explicit consent
  • Generally not fully recorded/published

9.4 Networking/Social Portions

  • NOT recorded for video
  • Only general crowd photos (where individuals aren't the focus)
  • Clearly announced when recording stops

10. Data Security

10.1 During Recording

  • Only authorized crew operates cameras
  • Recordings stored on encrypted devices
  • Access restricted to editing team

10.2 During Processing

  • Editing done on secure, password-protected systems
  • Cloud storage (if used): European servers, GDPR-compliant (e.g., German/EU providers)
  • Data processing agreements with all service providers

10.3 After Publication

  • Raw footage deleted 90 days after final publication
  • Backup copies encrypted and access-controlled

11. Third-Party Platforms

11.1 YouTube/Video Platforms

When we publish on YouTube:

  • Videos may appear in YouTube recommendations
  • YouTube's own privacy policy applies to viewers
  • Comments are public and moderated by us
  • We disable targeted advertising where possible

11.2 Your Platform Rights

You can also exercise rights directly with platforms:

  • YouTube: Request removal via YouTube's privacy complaint process
  • We cooperate with such requests

12. Changes and Updates

12.1 Policy Updates

  • This policy may be updated periodically
  • Major changes communicated via newsletter

12.2 Event-Specific Changes

  • Some events may have modified recording rules
  • Always announced in advance and on-site

13. Contact Information

General inquiries:
Munich Datageeks e.V.
Prof. Torsten Schön (Chairman)
Email: munichdatageeks@gmail.com

Privacy and recording concerns:
Email: meetups@munich-datageeks.de
Subject line: "Recording Privacy Request"

On-site coordinator:
Look for crew member with yellow vest/badge

Legal basis for recording:

  • Art. 6(1)(f) GDPR - Legitimate interest in educational documentation
  • Art. 6(1)(a) GDPR - Consent from speakers and active participants

Supervisory authority:
Bayerisches Landesamt für Datenschutzaufsicht (BayLDA)
Promenade 18, 91522 Ansbach
Website: www.lda.bayern.de

Last updated: 21.10.2025

By attending our events, you acknowledge that you have read and understood this policy.