Terms of Use – UBC Bookstore 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: UBC Bookstore Camera System

1.2. System identifier: 11

1.3. Camera operator: UBC Campus Security

1.4. Short description of system: This system consists of 8 interior security cameras located in the UBC Bookstore, Vancouver campus.

1.5.  Approval Date: August 10, 2016

1.6.  Last Revision Date: May 20, 2020

2. Rationale

2.1. The purpose/objective for installing these cameras: The cameras are intended to provide forensic value to investigations related to theft. They are not actively monitored.

2.2. The necessity for the use of cameras in this area: Theft is a constant concern at the UBC Bookstore. The cameras not only provide value for preventing against repeat offenders, but acts as a deterrent against potential theft. They are helpful for prosecutions and non-academic misconduct investigations when a student is involved.

2.3. What less privacy-intrusive alternatives to the use of cameras have been considered and why they have been rejected: Increasing the amount of staffing in high-theft areas was deemed cost-prohibitive.

3. Scope

3.1. Description of area(s) to be monitored and placement of cameras, including diagrams where feasible: They are installed in areas of high theft such as technology, textbooks and other valuables. The location of the Bookstore is shown on the following map:

3.2. How many cameras will be installed: 8 cameras are in place.

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 bookstore. The cameras are not actively monitored 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 near the entrance and in key locations in the bookstore.

4.3. Whether and when the cameras will be monitored in real time: The cameras are not actively monitored unless there is an active investigation that will require live viewing.

4.4. Whether and when recording of Camera Data will occur: The Camera Data will be recorded

5. Security of Camera Data

5.1. The place where Camera Data will be received and/or monitored: The UBC Bookstore. 6200 University Blvd.

5.2. Arrangements in place to protect against unauthorized viewing of the Camera Data: The system is password protected.

5.3. How and where any recorded Camera Data will be stored: The video recordings are stored on a digital recording device which is secured inside a locked room where access is controlled to specific staff.

5.4. The protocol for accessing and viewing any recorded Camera Data: Video recordings can only be accessed by specific UBC Bookstore or Campus Security staff with the approval of management, and in the case of an investigation.

5.5. Technical and physical security arrangements in place to protect against unauthorized access or disclosure of any recorded Camera Data: Recording device is secured inside a locked room with limited access to only specific staff.

5.6. The protocol for logging access, use and disposal of any recorded Camera Data: The system is password protected and only select individuals have access to it.

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: Director, Campus Security

7.2. Mailing address: 2133 East Mall. Vancouver BC Canada V6T 1Z4

7.3. Telephone number: 604.822.2222

7.4. Email address: campus.security@ubc.ca