Mediaflow's GDPR module has several smart features that simplify your personal data workflows. They help you ensure that you have handled your files correctly and alert you if you have missed entering any information.
The index of persons
In the left-hand menu under the GDPR tab, you will find the people register. This lists all the people you have tagged in files and the agreements linked to the files. If you click on a person in the list, you can see more information on the right, such as contact details, agreements, and any files you have linked to this person. The image representing the person is automatically generated from the first image the person is tagged in.
In the registers search box, you can easily filter and search for people. For example, you can filter on persons from whom you have not received consent or on all minors. You will also see a number of colour icons to help you determine if you are missing any GDPR information. For example, if consent is missing for a person, it will be clearly marked in red.
Icons for GDPR status
To help ensure that all files are tagged with complete GDPR information, Mediaflow labels files with different symbols depending on what remains to be handled.
Personal data management needs to be updated
This icon is applied to all uploaded files and indicates that the image needs to be handled according to GDPR. (The icon is optional, and you can switch it off under Settings, but we recommend using it to avoid neglecting any files that need GDPR handling.)
Persons must be specified
This icon appears when you have specified the legal basis ‘Identifiable persons exist’ and it indicates that you need to specify who is visible in the file.
The file lacks valid consent
This icon appears once you have set the status ‘Consent required’ and specified who is visible in the file. It indicates that a valid consent is missing and needs to be attached to the file.
Information in the right panel
When you select an image containing personal data, you will be able to see in the right-hand panel once people have been identified in the image. You can click on the Persons tab to access a more comprehensive view. You can see which legal basis you have chosen, which individuals appear in the image, and any consents or agreements connected to the image. Here, you can also click on Manage to enter persons, and add or remove consents if you want to change any information.
Facial recognition
For a faster workflow, the GDPR module includes facial recognition. It consists of two parts:
-
Face detection helps you find faces in images so that you can then identify them.
-
Face matching provides suggestions for people already in the person index and can also determine whether the same person appears in other files.
If you have Face Matching enabled on your account, Mediaflow can provide suggestions for people found in images. You will then be asked if you want to accept or reject the match. The technology is based on an algorithm that only uses information within your own account. No data is passed on to third parties.
Note
Although Mediaflow automatically recognises people you have tagged, they are not automatically linked to an image. You always have to confirm that it is the right person and authorise the link manually.
Info
If you do not want Mediaflow to save this type of data, you can request to have the function switched off. Do this by contacting our support in writing. You can choose to switch off only the face matching and keep the detection, or to switch off both parts.
Shortcut "Personal Data (GDPR)"
In the category tree on the left, there is a shortcut called Personal Data (GDPR), where you can sort files by different statuses. You can see if you have missed any steps in GDPR management, and you can sort by different statuses, for example, by different legal grounds. You can also see if you have expired consents, if you are waiting for consents to be approved or if some files have no consents at all.
The shortcut folder, Files without a GDPR status, collects all the files that you have uploaded but have not handled according to the GDPR. A tip is to check this folder from time to time and work through the unmanaged files.