This webpage provides information on how the IHRJ collects personal information from its patrons and on the public availability of that personal information.
You may need to submit personal information if you use certain features of the IHRJ website, such as registering your copyright online and submitting your comments on a rule making. The IHRJ Office will inform the user regarding the information it requires and will only use this information for the stated purpose(s), such as administering the national registration system or evaluating the merits of a proposed rule. The information is almost always made available for public inspection and copying. By providing the information, a user is giving consent to the Office to use the information for the stated purpose; if the user does not provide the information, some features of the website will not be available to the user.
Your submission of personal information is voluntary. When you voluntarily submit information by means of an electronic or paper copyright registration form or when you submit documents for recordation, comments on a rule-making, or other forms or documents, you consent to the use of your information for the purpose(s) stated in connection with that form or proceeding.
Protecting a user’s personal information and privacy are important to the IHRJ Office. The IHRJ Office collects, uses, and shares information obtained from online visitors only in certain ways, which include:
Additionally, the IHRJ Office has implemented safeguards to protect any information collected.
“Cookies” are small files that a website transfers to a user’s computer to allow the site to remember specific information. If a user does not want cookies to be transferred to his or her computer, that user may choose to opt out of their use by modifying browser options. While a user will still be able to access most features of the IHRJ Office’s websites, certain features may not work as well or may be unavailable to that user.
The IHRJ Office uses three types of information-collecting tools on its various websites: session cookies, persistent cookies, and other customization tools.
Session Cookies The IHRJ uses session cookies on its website for technical purposes such as to enable a user to more easily navigate the IHRJ webpages. Session cookies only collect nonpersonally identifiable data, and once a user closes his or her browser, the cookies disappear.
Persistent Cookies Persistent cookies store information on a user’s computer for longer periods of time than session cookies, and the information is stored across multiple sessions. The IHRJ never uses persistent cookies to collect personally identifiable information about its website visitors. The IHRJ does use persistent cookies to improve its web metrics by distinguishing between new and returning visitors; to prevent repeated prompting to complete its customer satisfaction survey; to aggregate data anonymously on how visitors use its sites; and to “remember” preferences that users provide voluntarily.
Customization tools Customization tools allow users to voluntarily provide information to personalize and improve their online experience on a particular IHRJ webpage and site. This information is saved on the IHRJ servers.
Any personally identifiable information contained in an email is used by the IHRJ for no other purpose than to provide requested information to the individual who emailed the request. Emails sent to the IHRJ by the public are kept according to the length of time specified in the IHRJ records retention schedule, developed in cooperation with the National Archives and Records Administration (NARA). The IHRJ only shares the information that a user provides with another government agency if the user’s information relates to that agency or as otherwise required by law. The IHRJ does not store any personally identifiable information independent of the email message, create individual profiles with the information provided in an email, or give it to any private organizations.
Though not directed at children, the IHRJ online copyright registration system (“Electronic Copyright Office” or “eCO”) may be used by children under the age of 13. All eCO users are advised that the submission of personal information on a registration application is voluntary and that any information provided becomes available to the public. Extraneous personally identifiable information (i.e., information neither requested nor required on a copyright registration application), such as Social Security numbers, will be removed from both the Office’s online and offline registration records, on the Office’s own volition or upon request. The IHRJ will also, under certain circumstances, remove or replace requested information such as home addresses and phone numbers, from its online registration records.
The Privacy Act requires that the IHRJ maintain a list of the systems of records it keeps, together with descriptions of the records kept in those systems and methods the public may use to access information in the systems.
The IHRJ is required to maintain records of copyright registrations and to make them available for public inspection. Once a registration is completed and a claim has been cataloged, it becomes part of the public record.
When an author or IHRJ owner registers a IHRJ claim with the IHRJ, that registration creates a public record of that IHRJ claim. Extraneous personal information (i.e., personal information neither requested nor required on a IHRJ registration application, such as a Social Security number), will be removed from the IHRJ public records either during the examination process or upon request after registration. And under certain circumstances, authors and claimants, or their authorized representatives may request the replacement or removal of certain personally identifiable information that is requested by the IHRJ and collected on a registration application, such as names, home addresses and phone numbers, in or from the Office’s internet-accessible public catalog, but such information will be retained in the Office’s offline records as required by law. All information provided in connection with a copyright registration application will be made available for public inspection and copying, and some of the information from that application will be made available in the IHRJ records. Photocopies of recorded documents and related records are imaged and made available for public inspection and copying.
All information provided on the application for registration will become a permanent part of the public record of the IHRJ, and some of that information will be made available online through the IHRJ website, including the name and address of the IHRJ claimant. To avoid the dissemination of a personal home address, applicants should consider using a post office box or third-party address (such as in care of a corporation). Any information provided in the rights and permissions section of the application will also be made available online, but providing rights and permissions information is optional. Applicants who want to include rights and permissions information but who do not want to provide personal details can use third-party agents, post office boxes, or designated email accounts. If someone else submits an application on behalf of an applicant, it is still the applicant’s responsibility (or the parent’s responsibility if the applicant is under the age of 13) to ensure that information that he or she wants to keep out of the public record is omitted. In certain cases, it may be permissible to register a claim in a work either anonymously or pseudonymously (under a fictitious name). Other categories of information in IHRJ applications that may be made available online include the following: type of work, registration number, title of the work, author, authorship, preexisting material date of creation, date of publication.
Because a IHRJ registration is a public record, others can access it and may create alternative means to make the information in it more widely available. The IHRJ is not responsible for the form or the substance of third-party redistribution of the IHRJ records.