Terms of Use – Iona Building 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: Iona Building Camera System

1.2.  System identifier: 36

1.3.  System operator: Campus Security, Vancouver Campus

1.4.  Short description of system: This system consists of 3 cameras located at the Iona Building.

1.5.  Approval Date: July 14, 2016

2. Rationale

2.1.  The purpose/objective for installing these cameras: The cameras are to provide forensic value as part of investigations into security and safety incidents involving students or staff.

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.

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. There are alarm systems installed in sensitive areas, and access controls on the perimeter and some internal areas. However, these measures are not sufficient because the building is open to the public and staff are not stationed near the entrance to monitor individuals entering and exiting the building.

3. Scope

3.1.  Description of area(s) to be monitored and placement of cameras, including diagrams where feasible: Cameras are located in the interior looking at lobby from the south and north entrance, exit doors on stair case 2 and 3. No exterior cameras. The building is in the location indicated in 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): 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 interior spaces of the building, and not the exterior of the building.

4.2.  How individuals will be notified that they are entering an area that is being monitored: Signage will be placed at the entrances to the building. In addition, public notification will be provided through the University’s website and staff will be notified via email.

4.3.  Whether and when the cameras will be monitored in real time: Cameras will not be viewed in real time. 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: Camera Data will only be monitored by Campus Security and Access Services.

5.2.  Arrangements in place to protect against unauthorized viewing of the Camera Data: Only specific computers assigned to authorized individuals of 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 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 authorized by Campus Security. 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: Administrator/Manager VSE

7.2.  Mailing address: 6000 Iona Drive, Vancouver, BC, V6T 1L4

7.3.  Telephone number: 604.822-2313

7.4.  Email address: angela.tardif@ubc.ca