Photographs and Videos
The Freedom of Information and Protection of Privacy Act (FIPPA) addresses, among other things, the collection, use and disclosure of personal information. FIPPA defines personal information as "recorded information about an identifiable individual."
FIPPA defines a record as "a record of any information in any form, and includes information that is written, photographed, recorded or stored in any manner, on any storage medium or by any means including by graphic, electronic or mechanical means, but does not include electronic software or any mechanism that produces records."
Thus, a photograph, video or snapshot is personal information if the person or persons in the photograph can be identified. The name of the person does not need to be included for the photograph to be considered personal information.
How does collection, use and disclosure relate to photographs?
If the University is taking photographs it must take responsibility for notifying people that pictures will be taken and if anyone does not wish to be included, he or she should speak to the photographer and try to stay out of the pictures. Notification can be accomplished via posters placed at each entrance to the venue. An announcement can also be made.
There are some situations where written consent must be obtained. For example when the University intends to use a photograph of an individual or a small group of individuals for advertising or promotion or for posting photographs anywhere on the University's website. In this circumstance, the subject(s) of the photograph must sign a Consent and Waiver form.
Please contact the FIPPA Office if you require a Consent and Waiver form or have questions about a particular photograph, video or snapshot situation.
FIPPA defines a record as "a record of any information in any form, and includes information that is written, photographed, recorded or stored in any manner, on any storage medium or by any means including by graphic, electronic or mechanical means, but does not include electronic software or any mechanism that produces records."
Thus, a photograph, video or snapshot is personal information if the person or persons in the photograph can be identified. The name of the person does not need to be included for the photograph to be considered personal information.
How does collection, use and disclosure relate to photographs?
- Collection - A person must be notified when his or her information is being collected directly. For example, the University collects students' photographs in order to created student cards. Notification is accomplished via a FIPPA Statement of Purpose placed on a poster near the location of the photograph-taking, and on the Registrar's Office website.
- Use - Notification must describe the authority for collection, use or purpose for the collection, and FIPPA Office contact information in case anyone wants to ask questions about the collection. For example, the Registrar's Office informs students that their photographs will be used to create student cards that are required for accessing student services, borrowing library materials or purchasing a discounted bus pass.
- Disclosure - Personal information can be disclosed with the written consent of the person it is about. In certain situations it can be disclosed when the person it is about has been notified previously that the disclosure will take place and the person has not objected to the disclosure. (Please contact the FIPPA Office if you are contemplating disclosing in this type of situation.)
If the University is taking photographs it must take responsibility for notifying people that pictures will be taken and if anyone does not wish to be included, he or she should speak to the photographer and try to stay out of the pictures. Notification can be accomplished via posters placed at each entrance to the venue. An announcement can also be made.
There are some situations where written consent must be obtained. For example when the University intends to use a photograph of an individual or a small group of individuals for advertising or promotion or for posting photographs anywhere on the University's website. In this circumstance, the subject(s) of the photograph must sign a Consent and Waiver form.
Please contact the FIPPA Office if you require a Consent and Waiver form or have questions about a particular photograph, video or snapshot situation.