Terms of Use – Graduate Student Society Camera System

These Terms of Use have been approved by the Director, Campus Security and the University Counsel under section 3 of Policy SC16 (Video Cameras Policy).

1. Overview

1.1.  System name: Graduate Student Society Camera System

1.2.  System identifier: 41

1.3.  System operator: Campus Security, Vancouver Campus

1.4.  Short description of system: This system consists of cameras installed at the Graduate Student Society building at Vancouver campus and is managed by campus Security.

1.5.  Approval Date: January 8, 2019

2. Rationale

2.1.  The purpose/objective for installing these cameras: The camera system is intended to provide safety awareness and defer theft as well as providing forensic evidence in the event of incidents.

2.2.  The necessity for the use of cameras in this area: The GSS building has a main office and a few meeting rooms where thefts and security incidents have occurred in the past. Also given the location and size of the building, security patrol staff are unable to monitor the various entrances/exits/rooms effectively, but the cameras can provide the necessary coverage.

2.3.  What less privacy-intrusive alternatives to the use of cameras have been considered and why they have been rejected: The camera system is part of an overall security service provided by Campus Security, including 24/7 patrol staffing and intrusion alarm systems. The camera system will be implementing with other technology options, as an integrated system to provide a high level of security.

3. Scope

3.1.  Description of area(s) to be monitored and placement of cameras, including diagrams where feasible: The cameras will be covered for the selected areas including the GSS main office, lobby, back patio, the pub, and meeting rooms and selected entrances leading to the sensitive high security areas. The Graduate Student Society is in the location indicated on the following map:

3.2.  How many cameras will be installed: 10

3.3.  Whose activities will be viewed by these cameras (e.g. public, employees, students): Members of the public, employees, and students may all be potentially viewed with these cameras.

3.4.  What types of Camera Data will be captured (i.e. video, audio or both): Video only

3.5.  Any special capabilities of the system (e.g. zoom, facial recognition or night vision features): None

4. Privacy

4.1.  How the cameras have been positioned or configured to collect the minimum amount of personally identifiable information necessary to achieve the purpose of the collection: The cameras have been positioned so that they can only view activity within the building interior and immediate areas around entry points. The cameras are not actively monitored (except in emergencies) and recorded Camera Data will only be viewed for incident investigation purposes.

4.2.  How individuals will be notified that they are entering an area that is being monitored: Signage will be placed on the perimeter of the building near entrances. In addition, public notification will be provided through the University’s website.

4.3.  Whether and when the cameras will be monitored in real time: The cameras are not actively monitored, except during an emergency.

4.4.  Whether and when recording of Camera Data will occur: The Camera Data will be recorded based on motion activation.

5. Security of Camera Data

5.1.  The place where Camera Data will be received and/or monitored: In the event of an emergency, cameras will be viewable from at the Vancouver Campus Security Office, 2133 East Mall.

5.2.  Arrangements in place to protect against unauthorized viewing of the Camera Data: Only specific computers assigned to authorized individuals authorized by Campus Security are granted access to camera imagery. The Video Management Software and cameras are password protected.

5.3.  How and where any recorded Camera Data will be stored: Camera Data is recorded and archived on UBC servers, which are located in secure UBC datacentres.

5.4.  The protocol for accessing and viewing any recorded Camera Data: Recorded images can only be accessed by individuals authorized by Campus Security. Recorded images would only be viewed and/or extracted in response to incident investigation.

5.5.  Technical and physical security arrangements in place to protect against unauthorized access or disclosure of any recorded Camera Data: Recorded images are password protected and accessed only through specific machines in the Campus Security office area. Servers are located in University datacentres, which are protected in accordance with Information Security Standard #18 (Physical Security of UBC Datacentres).

5.6.  The protocol for logging access, use and disposal of any recorded Camera Data: The Video Management Software used by the Camera Operator audits all usage. The software deletes recorded images automatically.

6. Legal Authority for Use of Camera System

6.1.  Authority under FIPPA: The University is authorized to collect personal information using this Camera System under the authority of section 26(c) of the British Columbia Freedom of Information and Protection of Privacy Act (“FIPPA”), i.e. the information relates directly to and is necessary for a program or activity of the University. The University is authorized to use this personal information under the authority of section 32(a) of the British Columbia Freedom of Information and Protection of Privacy Act (“FIPPA”), i.e. for one of the purposes set out in Policy SC16, or for a use consistent with one of those purposes.

6.2.  Other legal authority: n/a

7. Who to Contact for More Information

7.1.  Title: Office Manager

7.2.  Mailing address: 225-6371 Crescent Road, Vancouver, BC V6P 1Z2

7.3.  Telephone number: 604-822-3203

7.4.  Email address: office@gss.ubc.ca