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: Morris and Helen Belkin Art Gallery Camera System
1.2. System identifier: 58
1.3. Camera operator: Arts Department – Belkin Art Gallery
1.4. Short description of system: This system consists of multiple cameras mounted throughout the interior and exterior of the building. The cameras have been positioned primarily to ensure the safety and security of the building and collections owned by the university and on loan from other institutions and lenders.
1.5. Approval Date: February 9, 2022
2. Rationale
2.1. The purpose/objective for installing these cameras: To monitor the interaction between gallery patrons and displayed collections for use in identifying in the event of defacement, theft or other incurred damage or losses to the gallery’s physical assets.
2.2. The necessity for the use of cameras in this area: To assist in the protection of individuals, assets and property. To monitor activity of the public in exhibition areas in order to safeguard art works and public safety. To monitor the storage areas of the UBC Art Collection and the Belkin Art Gallery Archives.
2.3. What less privacy-intrusive alternatives to the use of cameras have been considered and why they have been rejected: The cameras have been implemented to function holistically with other technology options, as an integrated system. As a world-class cultural institution, it is mandatory that Morris and Helen Belkin Art Gallery has a highly specialized and functional security system that includes camera coverage.
3. Scope
3.1. Description of area(s) to be monitored and placement of cameras, including diagrams where feasible: The cameras monitor the interior and exterior of the gallery, which is in the following location:
3.2. How many cameras will be installed: 11
3.3. Whose activities will be viewed by these cameras (e.g. public, employees, students): All public visitors, staff, students and researchers.
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: Camera coverage and placement is focused on the areas containing collections and entrances into the gallery area. Cameras are not looking at other buildings, workspaces or areas not associated with the museum space.
4.2. How individuals will be notified that they are entering an area that is being monitored: Signage will be placed at all entrances to the building in view of people entering the building.
4.3. Whether and when the cameras will be monitored in real time: The cameras are monitored when the gallery is occupied by staff.
4.4. Whether and when recording of Camera Data will occur: Camera system video is being recorded continuously.
5. Security of Camera Data
5.1. The place where Camera Data will be received and/or monitored: Belkin Art Gallery, UBC, 1825 Main Mall, Vancouver, BC. The Manager of Technical and Design Services has access to the cameras via iPhone app on an encrypted iPhone for after hour monitoring.
5.2. Arrangements in place to protect against unauthorized viewing of the Camera Data: The system is controlled by user level security and password protection.
5.3. How and where any recorded Camera Data will be stored: Camera data is recorded and archived on UBC servers, which is located in secure server room.
5.4. The protocol for accessing and viewing any recorded Camera Data: Access is restricted to the Gallery’s Manager of Technical and Design Services and IT/Media Technician. All requests for viewing must go through the Manager of Technical and Design Services, Director/Curator or Associate Director/Curator.
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 a specific machine in a secure server room.
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 after 14 days.
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 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 section 32(a) of the 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: Owen Sopotiuk, Manager of Technical and Design Services
7.2. Mailing address: Morris and Helen Belkin Art Gallery, 1825 Main Mall, Vancouver BC, V6T 1Z2
7.3. Telephone number: 604 822-1668
7.4. Email address: owen.sopotiuk@ubc.ca