Interim CERN Policy for the Use of Webcams

2011/06/27 ITSRM

Preamble

Webcams broadcasting still or streaming images via the internet are valuable tools in CERN's education and outreach efforts. They permit the viewer to experience daily operations and results at CERN; provide up-to-date information; and, enhance communication with colleagues in the global scientific community.

Nonetheless, the privacy of members of the CERN community as well as other individuals who may be captured by a webcam, and the reputation of the Organization, remain paramount. In principle, the higher-resolution the images, the more care shall be applied in their capture and broadcast.

This policy governs the installation and use of a webcam for public purposes, i.e., where the images will be broadcast to an audience, whether selected or general, as periodic still shots, recorded video or live-streaming video. It is not intended to address the use of webcams for surveillance or security purposes.

Definitions

  • Public and semi-public areas include open areas such as car parks, outdoor views, and enclosed communal areas and workspaces such as dining facilities, the auditoria and control rooms.
  • Clearly visible signs indicating that recording and/or broadcast of still or streaming images may occur should be posted at the perimeter of the relevant areas, so that reasonable and adequate warning is given prior to entry into the area. Examples include posting signs on the entry gate or wall of external areas; on the door of a building; on the entrance to a room. In addition, signs should be posted on an internal wall or notice board of enclosed areas, such as the cafeteria or auditorium. Signs should be legible and posted in such a manner that they are not easily obscured. Pictograms are encouraged; where text is used, it should appear in English and French.
  • Restricted access websites are used for communication and training purposes within a group to which access is limited in scope and by use of a password and/or other means, including pre-registration of IP addresses, to individuals, organizations and/or members of a collaboration which have agreed to the attached terms and conditions.

Webcams in auditoria and (video) conferencing rooms

In auditoria and (video) conferencing rooms, participation in the proceedings, including its recording and/or live broadcast, should be reasonably anticipated by attendees as well as official speakers. Webcams may be used without prior written permission, subject to the following rules:

  1. Clearly visible signs shall indicate the use of recording and/or live broadcast equipment;
  2. An "On Air" indicator shall signal recording and/or live broadcast;
  3. Individuals giving a performance or presentation that will form the subject of a recording and/or live broadcast shall sign the attached CERN Speaker's Release;
  4. Capture of other individuals shall be incidental unless they directly contribute to the proceedings, and unnecessary close-up images shall be avoided;
  5. If wireless microphones are used for tagging or following selected persons, such devices shall be made visible and shall be announced in advance to those persons.

Webcams in other public and semi-public areas

The usage of webcams in public and semi-public areas other than auditoria and (video) conferencing rooms requires the prior written permission of the CERN Information Officer and is subject to the following rules:

  1. Clearly visible signs shall indicate the use of recording and/or live broadcast equipment;
  2. Advance notice of the planned recording and/or live broadcast shall be given to persons whose professional duties mandate their presence in the area, as well as their hierarchy;
  3. An "On Air" indicator shall be used to signal recording and/or live broadcast;
  4. The opportunity to work in defined "blind spots" on a temporary or longer-term basis during the recording and/or live broadcast shall be made available;
  5. The privacy of those in the area shall be respected to the maximum extent possible;
  6. Individuals giving a performance or presentation that will form the subject of a recording and/or live broadcast shall sign the attached CERN Speaker's Release;
  7. Every effort shall be made to avoid recording and/or live broadcast that could be considered intrusive. No close-up images shall be captured of individuals or their activities unless these contribute directly to the scope of the recording and/or live broadcast;
  8. The deliberate recording and/or live broadcast of monitors displaying personal email or internet use is prohibited and every effort shall be made to avoid their incidental capture.

Personal webcams

Use of a personal webcam for communication purposes such as Voice-over-IP (VoIP) is generally permitted, provided that all individuals who are liable to be captured by the camera shall be notified of its existence and its use shall accord with Operational Circular No. 5, entitled "Use of CERN Computing Facilities", as well as the principles of this policy.

Retention of images

Images in which individuals have been captured shall not be retained longer than necessary. In the absence of a specific release, images should not be retained longer than one year from the date of capture.

Photographs & Film Shootings

For official or private photographs or film shootings, the corresponding authorization and release forms for photographs and film shootings, respectively, have to be filled out.