Terms of Use – Orchard Commons Dining Hall Fridge 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: Orchard Commons Dining Hall Fridge Camera System

1.2.  System identifier: 25

1.3.  System operator: Student Housing & Hospitality Services, Vancouver Campus

1.4.  Short description of system: This system consists of 3 cameras located in back of house food delivery area within the Orchard Commons Dining Room.

1.5  Approval Date: September 19, 2016

2. Rationale

2.1.  The purpose/objective for installing these cameras: The cameras are to provide forensic value as part of investigations into unauthorized access to storage fridges at Orchard Commons.

2.2.  The necessity for the use of cameras in this area: The aid in the investigation and possible deterrent for theft and damage of assets should incidents occur. Fridges within residence dining contain items of high value and the cameras are employed to watch those areas.

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 a holistic security program. No other less privacy-intrusive alternatives have been identified that could provide the level of security required.

3. Scope

3.1.  Description of area(s) to be monitored and placement of cameras, including diagrams where feasible: Cameras are located on the interior of the dining preparation area where refrigerated food items are stored and accessed by staff. The building is in the location indicated on the following map:

3.2.  How many cameras will be installed: 3

3.3.  Whose activities will be viewed by these cameras (e.g. public, employees, students): The area is located within the Dining Hall delivery area and is restricted to authorized employees and delivery providers.

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 are to be positioned so that they can only view activity directly in front of the Refrigerators, and not the larger expanse of the dining hall preparation area or outwards to the dining hall itself.

4.2.  How individuals will be notified that they are entering an area that is being monitored: Signage will be placed at in areas covered by the cameras.

4.3.  Whether and when the cameras will be monitored in real time: Cameras will not be viewed in realtime, recorded Camera Data is only be viewed for incident investigation purposes.

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: Student Housing & Hospitality Services Main Office located within Marine Drive Building #6

5.2.  Arrangements in place to protect against unauthorized viewing of the Camera Data: Only specific computers assigned to authorized individuals 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 to digital video recorder server within the Student Housing & Hospitality Services Main Office located within Marine Drive Building #6.

5.4.  The protocol for accessing and viewing any recorded Camera Data: Recorded images can only be accessed by authorized individuals. 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: Digital recording machine is located in a secure space within the building only accessible by select staff. Recorded images are password protected and accessed only by specific individuals.

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 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: Managing Director, Student Housing & Hospitality Services

7.2.  Mailing address: 2205 Lower Mall, Vancouver, BC V6T 1Z4

7.3.  Telephone number: 604.822.6274

7.4.  Email address: andrew.parr@ubc.ca