These guidelines are intended for MIT departments and organizations selling
goods and services with payments by cash, check, and/or credit card. These
guidelines are not intended for internal MIT sales using requisitions
and journal vouchers.
Goods and services sold using MIT's name and/or using MIT facilities
must be related to the Institute's core business. All transactions must
be conducted on behalf of MIT and not for personal gain.
Departments, labs, centers, and other recognized faculty, staff, and
student organizations that wish to engage in commercial activity must:
- Collect and Report on Revenues Received
All revenues received must be collected and reported according to standard
MIT financial procedures. Revenues must be deposited in an MIT bank
account. For more information, contact email@example.com
or call 253-5413. Student groups must first register with the Student
Activities Finance Office (SAFO).
- Obtain a Merchant ID
A merchant ID is an account with MIT's bank to accept credit card payments.
Use the registration form to apply for
a merchant ID. After your request is reviewed, you will receive a confirmation
document by mail. This document must be signed by Administrative Officer
and returned to the address listed on the document. You will be contacted
by telephone or email once the merchant ID number is assigned by the
bank. The lead time for new merchant IDs is approximately two weeks.
Once you receive your merchant ID and begin processing orders, you
will receive monthly statements from MIT's bank processor, First Data
Merchant Services. The statements will be mailed to the "Doing
Business As" name and address as submitted on the registration
Examples of "Doing Business As"
The MIT Museum Shop
MIT Medical Department
MIT Sloan Alumni Reunions
For more information about merchant IDs, contact firstname.lastname@example.org
or call 253-5413.
- Not Store Customer Credit Card Information
It is MIT's policy that customer credit card information must not
be stored in any form (electronically or on paper) any longer than is
necessary to process the transaction. Credit card numbers are deleted
from MIT's centrally -maintained servers once transactions are settled
to the bank. Merchants are responsible for safe-guarding any sensitive
customer information that they receive and securely deleting/disposing
of it immediately after it is needed to process the transaction.
- Use MIT Letterforms
If the product or service is to use the MIT name or logo, we recommend
you use the official MIT letterforms. Electronic files of the letterforms
are distributed by the MIT Publishing Services Bureau (PSB). Contact
the PSB at 617-253-9380 or email@example.com.
In addition to the above, the following guidelines apply to web-based
- Follow Web Publishing Guidelines
Abide by MIT Web Communications
Services guidelines for effective publishing on the World Wide Web.
- Collect Applicable Sales Tax
Abide by all applicable tax laws. For orders delivered in Massachusetts,
you are responsible for collecting and reporting to CAO all sales and
related taxes on goods and services that are subject to Massachusetts
sales tax. You can find these requirements on the CAO
- Follow Information Technology Architecture Requirements
Abide by the Information Technology Architecture Group infrastructure
requirements for applications and systems.
- Post Privacy Statement
Create and post a privacy statement about what information you collect
from your customers and how that information will be used. You may use
the sample statement below as a template; however, you are encouraged
to enhance and customize your statement to include data relevant to
All privacy statements must:
- Be easy to find, read, and understand.
- Inform the customer what information is collected, how it is used,
and whether it is shared with others. If information is
to be shared with others, the customer's consent must be obtained.
- Provide a contact for customers to change, update, or inquire
about their information.
- Tell customers how they will be notified of changes to the privacy
- Include a statement about data security.
MIT Privacy Statement Template
We are committed to preserving
your privacy. We use the information that you provide (name, address,
telephone number, credit card number, etc.) to process your order and
maintain our transaction records. The information will not be used for
any commercial or philanthropic purpose not directly connected with
or supported by MIT without your consent.
Our shopping cart software
and to maintain your name and address for future visits to the site.
Cookies are never used to store credit card information.
We are committed to providing
you with a safe online experience. The software we use for processing
credit card payments employs secure encryption technology (SSL) to reduce
the possibility of theft, manipulation, and other alteration of any
information that you provide to us.
Any changes to our policy
will be posted on this page. Any information collected prior to the
changes will not be subject to the new policy without your consent.
The information will remain subject to the policy at the time it was
provided to us. Once the change in policy is posted, any new information
that you provide and/or information associated with new orders will
be subject to the new policy.
If you have questions or
concerns about this policy or need to update your customer information,
please send email to __________.