Prepare your shoot
All safety requirements and rules must be respected for any Umicore working situation.
The local safety officer should check whether safety rules are respected, for items such as :
- Forklift forks in the down position.
- Machine guards closed.
- Ventilation switched on.
- No dangerous traffic.
- No apparent leaks.
- No hoses, loose cables or wires, etc. on the floor.
- All relevant safety equipment (gloves, glasses, boots, helmets, etc) worn in shots.
- Avoid including any badges or signage including entryways, security checkpoints, and maps (including fire exit maps).
Identify if and which people will be included in the image :
- Brief them so they will be well-groomed and ready on the day of the shoot.
- Ensure they sign the Image Authorization Form. For that please contact your local Communications Team or reach out to Group Communications. More information can be found within the Brand Assets Bank.
- Ensure they have clean clothing, preferably with a visible Umicore logo, and ensure no name badges are visible.
- When possible show diversity: age, race, sex.
Identify the places for the shots :
- The working environment should be clean, presentable, and welcoming (some cleanup work to be done before the shot).
- Remove any waste on or around the workstation including posters.
- Clean floor and walls.
- No irrelevant decoration in the shot.
- Cupboard, desk drawers, etc. all closed.
- Ensure the environment looks natural; not overly sanitized or neutral.
Identify products or equipment that will be shown :
- Relevant to the shot.
- Umicore products (for example, in the case of AC we will not use images of substrates, but prefer images of our product on the catalyst).
- No random “props” (avoid having a subject holding an irrelevant tool or product).
- If shooting is in a production or laboratory setting, you MUST ensure that clearance is obtained for potentially sensitive commercials or intellectual property information in the photographs. This includes labels or tags on products or utensils etc.
After the shoot
Uploading the photographs to the Asset Bank is the responsibility of the team in charge of the shot. Remember to include all relevant keyword “tags” so the photographs can be easily identified in searches. Before uploading, check pictures with the Safety Officer and if relevant with local and Intellectual Property management. Uploaded pictures will also be subjected to approval by Group Communications and in some cases general management.
Understanding GDPR rules and image usage
When processing and holding personal data Umicore must comply with the European General Data Protection Regulation (GDPR) - Personal Data Protection for Umicore (EU) (sharepoint.com) - this includes pictures of Umicore employees and external participants at company events and conferences.
Prior written/digital consent is a must from the individual(s) to obtain official permission for the usage of his/her/their picture.
Please follow the Guidelines published on the Umicore Asset bank: under ‘Use of images authorization forms’.
If one takes pictures of participants (including employees) at company events and conferences, then generally speaking the legitimate interest legal basis can be relied upon if the participants are aware that pictures will be taken and these pictures may be used in certain publications especially if they are merely in the background of the picture and not in focus.
Please follow the GDPR Guidelines on Pictures for guidance on when the legitimate interest legal basis can be relied upon and when written consent is required. In this document a distinction is made between the different kinds of events Umicore holds, namely: Open Days, Investor Relations/Capital Market Days, Internal Events, and Trade Shows.