From "guidelines for the taking and use of photographs, video and audio recordings by employees," YorkU Information & Privacy Office:
Notice and Consent
FIPPA requires that, with some exceptions, notice be given and consent obtained when personal information is collected and used. Notice to the individuals affected can be given verbally or in writing. It should specify the principal purpose or purposes for which the personal information is intended to be used, and individuals should be afforded the opportunity to consent.
Consent may be explicit (either verbal or written) or implicit. For most situations, implicit or verbal consent is sufficient.
Photographs or video or audio recordings must not be used or disclosed for purposes that were not identified in the original collection notice unless the individuals in the photographs or video or audio recordings have consented to the new use or disclosure.
Attendance on campus
In the York University context, it is not considered to be an unjustified invasion of the personal privacy of the individuals photographed or recorded if the images simply indicate attendance on campus. Nevertheless, where practical and as a courtesy, it is prudent to ask the individuals for their consent.
York University Editorial Publications
York University’s main editorial publications—YFile, YLife and YorkU magazine—are published for the purpose of creating a record that is available to the general public, and as such are examples of exceptions to the requirement for notice and consent. Where practical, however, notice should be given as a courtesy.
Note that if photos, audio or video recordings used in these editorial publications are to be stored in an image bank and/or repurposed in the future, consent must be obtained.
For the complete guidelines and consent forms, please visit the Information & Privacy Office.
If you want to use a photo on a social media platform and it’s not going to be used in print, for an online ad or for any other purpose, you may simplify the consent process by capturing the subject's consent on video, where you ask the subjects' name and the following question: “Do you give York University and its representatives permission to take photos and/or video of you, for use online, along with your name?” If the subjects answer “yes,” then you can upload the photo or video to social media.
IMPORTANT: the questions and answers above must be clearly audible on the recording, and the persons’ faces must be distinguishable. The recording must be emailed to the digital strategist in communications & public affairs for record-keeping, along with the subjects’ names in text format. Please label the video using the first subject's name, e.g. "John-Doe.mpg." Images may only be uploaded to social media as photos, and can't be used as part of a story or any other editorial content.
The sole purpose of this method is to allow us to show people in candid photos at York events and similar situations, without using a long consent form that might prevent this. These images can’t be used for any other purposes without a signed release form.
Please consult our main social media guidelines for other recommendations.