Terms of Use – UBC Secure Bike Cage 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 Secure Bike Cage Camera System

1.2.  System identifier: 40

1.3.  System operator: Campus Security, Vancouver Campus

1.4.  Short description of system: This system consists of cameras installed at all secure bike cages across campus.

1.5.  Approval Date: November 19, 2018

1.6.  Last Revision Date: May 20, 2020

2. Rationale

2.1.  The purpose/objective for installing these cameras: The camera system is intended to deter theft as well as provide forensic evidence in the event of incidents requiring investigation.

2.2.  The necessity for the use of cameras in this area: The bike cages have been routinely targets by bike thieves and cages are located in easily accessible areas away from heavy foot traffic pathways.

2.3.  What less privacy-intrusive alternatives to the use of cameras have been considered and why they have been rejected: Ongoing efforts to increase security in all bike cages have been deployed including the removal of punch code locks and the installation of card reader access controls. Regular patrols of bike cages have also been implemented.

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 each bike cage, overlooking bike storage areas and the entry door. The cages are located in the following locations:

3.2.  How many cameras will be installed: 17

3.3.  Whose activities will be viewed by these cameras (e.g. public, employees, students): Students and employees who use the bike cages

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 have been positioned on the inside of the bike cage and cannot view surrounding buildings or other areas immediately outside the bike cage.

4.2.  How individuals will be notified that they are entering an area that is being monitored: Signage will be placed on the perimeter entry door to the cages. 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 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  V6T 1Z4

7.3.  Telephone number: 604-822-2222

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