throbber
Institute for Software Research
`
`University of California, Irvine
`
`The Challenges in Preserving Privacy in
`Awareness Systems
`
`Sameer Patil
`Univ. of California, Irvine
`patil@ics.uci.edu
`
`Alfred Kobsa
`Univ. of California, Irvine
`kobsa@ics.uci.edu
`
`April 2003
`
`ISR Technical Report # UCI-ISR-03-3
`
`Institute for Software Research
`ICS2 210
`University of California, Irvine
`Irvine, CA 92697-3425
`www.isr.uci.edu
`
`www.isr.uci.edu/tech-reports.html
`
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`The Challenges in Preserving Privacy in Awareness Systems
`
`Sameer Patil, Alfred Kobsa
`
`Institute for Software Research,
`University of California, Irvine
`Irvine, CA 92697-3425, USA
`{patil, kobsa}@uci.edu
`
`ISR Technical Report # UCI-ISR-03-3
`
`April 2003
`
`Abstract: Awareness of the activities of oneʼs co-workers is valuable for effective
`collaboration. The need for awareness is however frequently in conflict with privacy
`concerns of the people involved. This paper discusses various factors and principles that
`influence and inform a privacy-preserving design of awareness systems.
`
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`The Challenges in Preserving Privacy in Awareness Systems
`
`Sameer Patil, Alfred Kobsa
`School of Information and Computer Science
`University of California, Irvine
`Irvine, CA 92697-3425, USA
`{patil, kobsa}@uci.edu
`
`ISR Technical Report # UCI-ISR-03-3
`April 2003
`
`Abstract
`
`Awareness of the activities of oneʼs co-workers is
`valuable for effective collaboration. The need for
`awareness is however frequently in conflict with
`privacy concerns of the people involved. This paper
`discusses various factors and principles that
`influence and inform a privacy-preserving design of
`awareness systems.
`
`Keywords: Privacy, Awareness, Distributed
`software development, CSCW, Instant messaging
`
`1. Awareness
`
`Awareness of the activities of collaborators helps
`individuals plan, orient and coordinate their own
`work to fit in with the larger scheme of things, with
`respect to the team, department or organization,
`thereby increasing efficiency and effectiveness of
`individual work as well as the work that is carried
`out collaboratively (Dourish and Bellotti 1992). It is
`no surprise then that the more tightly-coupled the
`collaborative activity, the higher the amount of
`effort and time individuals spend in seeking
`information about the availability and activities of
`others and in providing information to others of
`their own availability and activities (Herbsleb,
`Mockus et al. 2001).
`
`Awareness information is multi-faceted. It includes
`information about peopleʼs presence, activities
`(past, present or future), schedules, routines,
`deadlines, availability and so on. Moreover, such
`information may be provided and received through
`
`a variety of channels – from physical to social to
`digital. For instance, by peeking through a partially
`open office door one may find out whether a
`colleague is busy. One may also use the knowledge
`of a colleagueʼs typical routine to infer her
`availability, or one can consult the colleagueʼs
`online calendar to check for her availability.
`
`Over the years a variety of (digital) systems have
`been built with the explicit goal of supporting the
`collection and dissemination of awareness
`information. Examples of such systems include
`Shared Media Spaces (RAVE (Bellotti and Dourish
`1997), Portholes (Dourish and Bly 1992),
`Thunderwire (Hindus, Ackerman et al. 1996)),
`Shared Calendars, Mailing lists, Shared Workspaces
`(Polyteam (Mark, Fuchs et al. 1997), BSCW
`( h t t p : / / b s c w . g m d . d e / ) ,
`D o c u s h a r e
`( h t t p : / / d o c u s h a r e . x e r o x . c o m ), CVS
`(http://www.cvshome.org/), Newsgroups), Instant
`M e s s a g i n g
`( e . g . M S N M e s s e n g e r
`(http://messenger.msn.com), Yahoo! Messenger
`(http://messenger.yahoo.com) ,
`I C Q
`(http://www.icq.com) and AOL Instant Messenger
`(http://www.aol.com) etc.), Sensors (Active Badges
`(Want, Hopper et al. 1992), Motion sensors etc.),
`Shared Displays (Notification Collage (Greenberg
`and Rounding 2001), Video monitors etc.). Even
`systems that are generally regarded as single-user
`such as email and telephone may be employed for
`awareness purposes. For example, caller ID may be
`used to screen calls; automatic email replies may be
`used to indicate extended unavailability and so on.
`
`We find people typically using a combination of
`diverse systems and mechanisms in their efforts to
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`generate, disseminate and receive awareness
`information. The manner in which various
`mechanisms are combined and used depends on the
`people involved, the task(s), the granularity of the
`awareness information, the frequency of changes in
`awareness information, the resources, the cultural
`norms, the context and so on.
`
`Awareness information assumes a much more
`important role in the context of the work-related
`activities of close collaborators – even more so if
`they are geographically distant (Herbsleb, Mockus
`et al. 2000). Since we are interested in supporting
`collaborative work of globally distributed teams, we
`will focus on studying awareness systems and
`mechanisms encountered in this scenario.
`
`2. Privacy
`
`Privacy is currently one of the most highly
`publicized and hotly debated topics. Yet, due to the
`complexities involved, there exists no commonly
`agreed upon, precise definition of privacy. The
`difficulty of precisely defining what privacy is
`probably stems from the fact that privacy is a highly
`situated, context-dependent concept. Not only that,
`but even in the same situation, different individuals
`involved may have different opinions and
`expectations of what privacy means. This fuzziness,
`context dependency and individual variability
`makes dealing with privacy a rather difficult task.
`
`Bellotti (Bellotti 1996) points out that two types of
`privacy definitions are common, to which she refers
`as normative and operational. Normatively, Warren
`(Warren and Brandeis 1890) defines privacy as
`“freedom to be left alone”. Stone et. al. (Stone,
`Gardner et al. 1983) offer an operational definition
`of privacy as “ability of the individual to personally
`control information about oneself” whereas
`Samarajiva (Samarajiva 1997) extends
`the
`definition to “the control of outflow of information
`that may be of strategic or aesthetic value to the
`person and control of inflow of information
`including initiation of contact”.
`
`The Challenges in Preserving Privacy in Awareness Systems
`
`2
`
`In the physical domain, a variety of mechanisms
`and artifacts seem to have evolved over time to
`make privacy management easier. These embody
`certain social protocols based on some shared
`assumptions. For example, locking the door to
`prevent access to others, or knocking on a door
`before entering even when the door is partially open
`etc. However, when the shared assumptions behind
`the embodied social protocols are no longer
`applicable, for whatever reason – individual,
`cultural, contextual, task-specific – privacy
`management once again becomes problematic and
`privacy violations occur.
`
`Given the inherent complexities involved in privacy
`management, it is possible that people always
`harbor some concern regarding potential violation
`of privacy. The consequences and risks involved
`may determine the amount of (explicit) effort and
`time devoted to managing privacy. When the
`consequences are potentially severe, people may
`devote considerable attention to preserving privacy.
`If, despite their efforts, a violation of privacy does
`occur, individuals typically negotiate until a
`commonly agreed upon state of privacy is reached
`for everyone involved.
`
`3. Relationship between awareness and privacy
`
`The above discussion regarding awareness and
`privacy makes the inherent interrelation between the
`two apparent. The general perception is that there is
`an inverse relationship between privacy and
`awareness: more awareness leads to less privacy
`and vice versa. Even though this may typically be
`the case, the reverse may also be true, i.e. providing
`more awareness provides more privacy. For
`example, maintaining a personal web page allows
`faculty members to limit the intrusion by requests
`for copies of their publications (Palen and Dourish
`2003). Given the highly situated and context
`dependent nature of both awareness and privacy, it
`should be no surprise that the precise manner in
`which awareness and privacy are dependent on each
`other is also context dependent. However,
`regardless of the exact relationship between the two,
`
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`it is certainly true that they influence each other
`greatly.
`
`The question, then, is how do people manage the
`relationship between awareness and privacy – both
`in the physical domain and in the digital domain.
`Answering this question involves addressing
`various sub-questions. Some of these include:
`
`∞ What are the possible benefits to be derived
`from awareness?
`∞ What are the possible benefits to be derived
`from privacy?
`∞ What are peopleʼs expectations regarding
`privacy?
`∞ What mechanisms do people use to manage
`privacy according to these expectations?
`∞ How do people deal with violations of privacy?
`∞ How do people seek awareness of others?
`∞ How do people provide awareness about
`themselves to others?
`∞ How do people deal with conflicts between
`awareness and privacy?
`∞ How do the various domains (physical, social,
`digital) differ in terms of the affordances they
`offer for management of awareness and
`privacy?
`
`4. Privacy in current awareness systems
`
`The current focus in awareness research lies mainly
`on the awareness of presence or physical activity of
`others (e.g. talking on the phone, reading email,
`etc.). In contrast to this, our primary focus is on the
`awareness of task-related activities, particularly in
`the context of distributed software development
`(e.g. progress on a program module, completion of
`documentation, reporting of a bug etc.).
`Nonetheless, both foci have underlying similarities
`that make it instructive for us to study the privacy
`mechanisms in current awareness systems.
`
`Designers and builders of collaborative awareness
`systems frequently tend to treat privacy either as a
`secondary consideration or as an issue for future
`exploration. This may be due to the underlying
`assumption that individuals who collaborate with
`
`The Challenges in Preserving Privacy in Awareness Systems
`
`3
`
`each other have less stringent privacy expectations.
`The result
`is often systems with privacy
`mechanisms that are either too tight or too loose,
`and have minimal flexibility for modification.
`
`Current awareness systems provide for privacy
`management through a combination of a large
`number of mechanisms. The essence of these
`mechanisms seems to revolve around controlling
`access (to oneself and oneʼs artifacts) through
`proper authorization. Different mechanisms differ in
`terms of who has control, who is authorized and
`how the process of authorization works. Some
`examples of privacy mechanisms include access
`control
`(e.g., password-protected
`login),
`permissions (e.g. UNIX file permissions),
`assignment of groups and roles, summary and
`distortion (e.g. abstracting a document, blurring of a
`video stream (Boyle, Edwards et al. 2000)). These
`mechanisms may be enacted and enforced in a
`variety of ways including provision of defaults,
`generation of feedback, enforcing of reciprocity,
`policies and procedures, social consensus and so on.
`
`In reality, control and authorization considerations
`change dynamically with context. Incorporating this
`context dependence into the capabilities provided
`by present systems is problematic, to say the least.
`Our goal is to study the adequacy of these
`mechanisms for privacy management and the
`manners in which they are utilized in current
`awareness systems. If we know what works (and to
`what extent) and what does not work, we can look
`into the why, and then use the findings to inform the
`design of privacy management mechanisms in a
`general awareness framework.
`
`5. Comparisons of popular Instant Messengers
`
`One of the most popular and widespread
`contemporary awareness mechanisms is Instant
`Messaging (IM). IM allows people to indicate their
`presence to others who are on their “buddy lists”. At
`the same time, it allows checking for the presence
`of “buddies”. It is possible to provide finer-grained
`information than merely online/offline, by
`indicating oneʼs current status through various
`
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`predefined “modes”, e.g. “busy”, “on the phone”,
`“out to lunch”, “away from the desk”, etc. Even a
`simple system such as IM presents a multitude of
`issues regarding privacy. The importance of
`managing this influence on privacy, even in
`situations presumed to involve familiar “buddies”,
`is evident from the fact that all popular IM systems
`provide a “Privacy” menu with settings and options
`to allow individuals to manage their privacy.
`
`Although IM emerged in a non-work context, it is
`being increasingly used and studied in the context
`of supporting collaborative work (Herbsleb, Atkins
`et al. 2002). Given the growing appeal of IM for the
`workplace, we started by comparing the awareness,
`privacy and other relevant features provided by the
`four most popular IM systems: AOL Instant
`Messenger (http://www.aol.com), MSN Messenger
`(http://messenger.msn.com), Yahoo! Messenger
`(http://messenger.yahoo.com)
`a n d
`I C Q
`(http://www.icq.com).
`
`The following features were considered in our
`review:
`
`Sound notification: This refers to the capability of
`associating sound alerts to various events, such as
`incoming messages or someone logging in.
`Grouping: Grouping functionality allows various
`contacts to be organized into different groups, such
`as “Family”, “Friends”, “Coworkers”, “Project X
`Members” and so on.
`Privacy menus: Privacy menus allow individuals to
`modify and customize various settings in order to
`manage their privacy. For instance, it may allow a
`person to specify whether she wishes to reveal
`status information on the web, or whether her phone
`number should be available to people on the contact
`list.
`Blocking: Blocking a contact allows individuals to
`prevent their awareness information from being
`provided to the blocked contact. The blocked
`contact will always see the individual as being
`“offline”.
`Customized Status: The ability to set customized
`status, such as “Working on Documentation for
`
`The Challenges in Preserving Privacy in Awareness Systems
`
`4
`
`Project X”, improves the limited flexibility of the
`pre-set status modes provided by the system.
`Auto Reply: Auto reply functionality allows an
`individual to reply to an incoming message with an
`automatic reply message when she is away. The
`message may be chosen from ones provided by the
`system or may be custom defined by the individual.
`This functionality is analogous to an unpersonalized
`or personalized answering machine greeting.
`Offline messaging: Offline messaging refers to the
`ability to receive messages from contacts even
`while being “offline”. Offline messaging
`capabilities allow the messages to be stored on the
`server (akin to email) and delivered upon the next
`login.
`Popup notification: This refers to the capability of
`receiving small, ephemeral popups in the corner of
`the screen to serve as notification of events such as
`a contact signing in or a new message session being
`started.
`Individual settings: This refers to the ability to
`specify various settings on a per-individual basis.
`For instance, a person may wish to be always
`“Available” to a certain contact, regardless of what
`his actual status is for other contacts. Similarly, he
`may not want a particular contact to have access to
`his cell phone number.
`Group settings: Group settings refer to the ability to
`specify settings on a per-group basis. Changing a
`setting for a group affects the individual settings for
`all contacts in the group. Thus, if a person chooses
`to always appear “Away” to the “Friends” group, all
`contacts who are grouped under “Friends” will see
`her as always being “Away”.
`Video connection: Video connection allows one to
`broadcast live video images of oneself with a
`computer-attached camera. The video may either be
`a continuous stream or a series to snapshots taken at
`regular (small) intervals.
`Reciprocity: Reciprocity refers to whether or not the
`system enforces policies in a reciprocal manner. For
`instance, if person A blocks person B, a reciprocal
`policy will require that person A is also
`automatically blocked by person B.
`
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`integration: Integrating status
`Web status
`information with the web allows publishing of
`status information to a web site to allow others to
`view it from the web without having to log into the
`IM system.
`Permission to add: This refers to whether or not an
`individual needs explicit permission from others to
`add them to her contact list and vice versa. Users,
`who wish to avoid getting multiple individual
`
`The Challenges in Preserving Privacy in Awareness Systems
`
`5
`
`requests for permission to add, may choose to set a
`global option to allow anyone to add them without
`explicit permission.
`
`The following table provides a comparison of the
`four popular IM applications in terms of these
`features:
`
`Feature
`
`Sound notification
`Grouping
`Privacy menu
`Blocking
`Customized Status
`Auto Reply
`Offline messaging
`Popup notification
`Individual settings
`Group settings
`Video connection
`Reciprocity
`Web status integration
`Permission to add
`
`AIM
`
`Yes
`Yes
`Yes
`Yes
`Yes
`Yes
`Yes
`No
`No
`No
`No
`Yes
`No
`No
`
`MSN
`
`Yes
`Yes
`Yes
`Yes
`No
`No
`No
`Yes
`No
`No
`Yes/No
`Partial
`No
`Yes
`
`Yahoo
`
`Yes
`Yes
`Yes
`Yes
`Yes
`No
`Yes
`Yes
`Partial
`No
`Yes
`No
`Yes
`Yes
`
`ICQ
`
`Yes
`Yes
`Yes
`Yes
`No
`Yes
`Yes
`Yes
`Yes
`No
`No
`No
`Yes
`Yes
`
`Table 1: Comparing the four major IM clients
`
`As the table shows, even though some of the
`features are common to all the IM systems, there are
`several that are implemented in different manners in
`different systems. Moreover, it proves difficult and
`cumbersome to incorporate even the most
`preliminary aspects of context into the system. This
`is evident from the total lack of support for
`specifying settings based on groups of users and
`from the sparse support for the ability to specify
`settings on a per individual basis.
`
`6. Factors and principles involved in privacy
`management
`
`The above discussion suggests that the following
`factors and principles seem to influence privacy
`management:
`
`Reciprocity: Reciprocity ensures that an individual
`can only request information about others that he is
`willing to disclose about himself and vice versa.
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`Feedback: Feedback involves providing individuals
`with information which suitably informs them of
`which information about them is being accessed by
`whom, in which form and at what time.
`
`receive sufficient benefits. Moreover, the efforts
`required in privacy management need to be
`balanced with the direct benefits for the individual
`from these efforts (Grudin 1988).
`
`The Challenges in Preserving Privacy in Awareness Systems
`
`6
`
`Context: Which information should be made
`available to whom and in which form is highly
`context dependent and keeps changing continually.
`
`Control: Ideally, all information should be under
`the control of the respective individual(s) involved.
`This allows the individual(s) to specify how, when
`and to whom, information about themselves may be
`revealed.
`
`Norms: Norms regarding privacy can have diverse
`origins. They may stem from shared cultural
`understandings, may evolve with growing
`organizational memory, may have been set through
`explicit policies or mandates, or may even be a
`combination of two or more of such influences.
`
`Compilation: People manage privacy at the micro
`level, focusing on the particular task or issue at
`hand, and on the current context. However, several
`such micro-pieces of information could be collected
`together to form a more macro-level awareness that
`reveals information which people may not have
`wanted to divulge intentionally. For example, an
`individual may only wish to reveal on her shared
`calendar that she is in a meeting in the conference
`room without specifying the participants in the
`meeting. However, if other participants in the
`meeting also maintain shared calendars, then
`looking up the various personal calendars may
`reveal who the participants of the meeting are –
`something which some or all of the participants may
`have wished not to divulge.
`
`Overhead: Managing privacy involves overhead in
`terms of performing tasks which are unrelated to the
`primary work (e.g. remembering to close and lock
`the door). These secondary tasks may be time
`consuming, tedious and/or distracting.
`
`Incentives: Individual and/or group motivations
`influence how people may manage their privacy.
`People may be willing to sacrifice privacy if they
`
`C o n f l i c t s : Peopleʼs desires, opinions and
`expectations regarding privacy may conflict with
`each other. Consider, for example, two colleagues
`who share an office, one of whom prefers the office
`door to be kept shut while the other prefers to leave
`it open.
`
`Archiving: Archiving of information in any form –
`paper, digital, organization memory etc. – conserves
`it over time. As a result, such information may later
`be available out of context, in a manner different
`from the way in which it was originally meant to be
`utilized and to people other than those to whom it
`was addressed.
`
`7. Privacy in digital domains
`
`Effectively dealing with all the above factors and
`principles in digital domains such as awareness
`systems is rather challenging. Part of the reason is
`that privacy runs into the social-technical gap
`referred to by Ackerman (Ackerman 2000). Digital
`systems frequently embody or try to mimic artifacts
`and concepts from the physical and social domains.
`However, the underlying assumptions of privacy
`may be partially or totally lost in the transformation
`from the physical or social to the digital world. A
`break in expectations means either too much or too
`little privacy compared to what is desired and
`expected.
`
`The other part has to do with specific affordances of
`the domain itself. In the digital domain it is much
`easier to mine data and compile separate pieces of
`information together in such a way that the
`compiled information is of greater value than the
`sum of its parts. Additionally, digital information
`may be easily archived extending its temporal
`dimension infinitely. Finally, digital information
`can be easily transmitted across distances making
`its reach global. This ease of information sharing,
`archiving and data mining has far-reaching
`
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`consequences for privacy management and, as a
`result, has heavily contributed to the wide-spread
`concerns regarding privacy in the digital domain.
`
`8. Conclusion
`
`Awareness of the presence and activities of
`colleagues is valuable for effective collaborative
`work; all the more so when team members are
`geographically distributed. Designing and
`implementing a broad framework in order to
`capture, maintain, provide and seek pertinent
`information to provide such awareness needs to deal
`with the thorny issue of privacy. Due to its
`inherently fuzzy and complex nature, privacy still
`remains a concept that is difficult to define. Dealing
`with these concerns in the digital domain is,
`however, essential for the design of awareness
`systems. We have discussed factors and principles
`that influence privacy and which must be taken into
`account when developing efficient and effective
`privacy management mechanisms.
`
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`Epic Games Ex. 1034
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`

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