ORDER OF MITHRAS

Photo and Likeness Policy

Effective June 2026 · Last updated June 2026

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1. Purpose

The Order of Mithras maintains a photo gallery within the Mithras Mobile app and the orderofmithras.com website to preserve the visual history of the Organization's annual balls and events. This policy governs how photographs and other visual media containing member likenesses are collected, used, stored, and shared within the app.

2. Ownership of Photographs

All photographs uploaded to the App or Site by officers of the Organization are and remain the property of Order of Mithras, Inc., unless the uploading officer explicitly documents that the photograph belongs to a specific member or third party. The Organization retains the right to use, display, reproduce, and archive these photographs within the App and Site for organizational historical and archival purposes.

Photographs taken by individual members and submitted to the Organization for inclusion in the gallery are considered donated to the Organization's archive upon acceptance. The submitting member represents that they have the right to donate the photograph.

3. Consent and Membership

By becoming and remaining a member of the Order of Mithras, you acknowledge that:

  • Photographs are taken at annual balls, membership meetings, and other club events as part of the Organization's tradition of preserving its history
  • You may appear in photographs uploaded to the App and Site
  • The Organization may display such photographs within the App and Site for the purposes described in this policy

This consent is limited to display within the App and Site for internal membership purposes. It does not extend to public commercial use, advertising, or any use outside the App and Site without further consent.

4. Gallery Access

The photo gallery is accessible only to authenticated members. Photographs displayed in the gallery are not publicly accessible without signing in. Members may download photographs to their personal devices for personal use.

5. Restrictions on Use of Gallery Content

Members who download or otherwise obtain photographs from the gallery agree to the following restrictions:

  • Photographs may not be shared publicly on social media, websites, or any public forum without the express written permission of the Organization and, where applicable, the identifiable members depicted
  • Photographs may not be used for commercial purposes
  • Photographs depicting ball costumes, themes, or other elements subject to the Organization's tradition of secrecy may not be shared in any manner that would disclose confidential details of the ball prior to the event
  • Members depicted in photographs retain the right to request removal of specific photographs in which they appear (see Section 7)

6. Profile Photos

Members may upload a personal profile photo visible within the Member Directory. By uploading a profile photo, you:

  • Represent that you have the right to use the image
  • Grant the Organization a license to display the image within the App for directory purposes
  • Understand that the photo is visible to all authenticated members

Profile photos are not displayed publicly and are not used for any purpose outside the App.

7. Photo Removal Requests

A member who appears in a gallery photograph and objects to its inclusion may submit a removal request to secretary@orderofmithras.com. Requests should identify the specific photograph and the nature of the objection. The Organization will evaluate removal requests on a case-by-case basis and will honor requests where the objection is reasonable and the photograph's historical value does not outweigh the member's privacy interest. The Organization is not obligated to remove photographs from its historical archive based solely on preference.

8. Officer Responsibilities

Officers responsible for uploading photographs to the App agree to:

  • Upload only photographs taken at Order of Mithras events or otherwise appropriate for the Organization's archive
  • Refrain from uploading photographs that are defamatory, sexually explicit, or that depict members in a manner likely to cause embarrassment or harm
  • Consider member privacy when selecting photographs for upload, particularly photographs taken in private settings
  • Respond promptly to member removal requests forwarded by the Secretary

9. Data Retention

Photographs in the gallery are retained as part of the Organization's permanent historical archive. Photographs are not automatically deleted when a member resigns or their membership is terminated. Removal requests from former members will be evaluated in accordance with Section 7. Profile photos associated with deactivated accounts are deleted within 90 days of account deactivation.

10. Contact

For questions about this policy or to submit a photo removal request:

Order of Mithras, Inc. Biloxi, Mississippi secretary@orderofmithras.com orderofmithras.com