University Policy on Use of Photos

The goal of our office in regard to privacy concerns is to strike a healthy balance that enables departments and faculties to use images of their affiliates for internal Harvard purposes while at the same time respecting the privacy concerns of the individual. 

We believe in preventing inappropriate or questionable uses of our images and data. We have developed our system and policies to prevent database sweeps by criteria such as race, religious affiliations, physical attributes or other such characteristics, and to reject requests for images that run counter to expectations of individual privacy. 

At the same time, we recognize the importance of traditional internal publications such as facebooks, departmental directories, organizational charts and newsletters. Such publications serve to foster a better sense of community, promote greater interaction between affiliates, and provide well-earned recognition of achievements. 

Advances in technology have provided the University with new challenges and opportunities. Computers have reduced the cost of producing publications, thus allowing departments to do things they could never have afforded to do earlier. Networking allows for the creation of World Wide Web pages and online directories that use images and personal data. This technology carries risks--if a person has access to an online system, he or she can nearly always copy the images and data available to them with a few mouse clicks. Yet it can also allow for greater protection of privacy than printed publications through tighter access controls. We strive to be at the forefront of privacy issues and to remain as flexible as possible in accommodating the wishes of Harvard's affiliates, ensuring that long-standing principles are preserved as new applications are developed. 

The official policy is documented in the General Guidelines for Distribution of Photo ID Cards and Digitized Images. The original version was drafted in the summer of 1993 prior to the implementation of the current ID system and was approved by the Office of the General Counsel. It has since been amended to enable greater flexibility in addressing the privacy concerns relating to electronic directories and the World Wide Web. If you have any further questions about privacy issues, feel free to contact us directly.