Terms of Use – UBC Facility for Infectious Disease and Epidemic Research (FINDER) 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 Facility for Infectious Disease and Epidemic Research (FINDER) Camera System

1.2.  System identifier: 56

1.3.  Camera operator: Campus Security, Vancouver Campus

1.4.  Short description of system: This system consists of 9 cameras installed at Facility for Infectious Disease and Epidemic Research located in Life Science Centre at the UBC Vancouver Campus.

1.5.  Approval Date: March 15, 2021

2. Rationale

2.1.  The purpose/objective for installing these cameras: The camera system is intended to assist in the protection of individuals, assets and property; to assist in the prevention and investigation of procedural violations of UBC policies related to safety and security; and to facilitate responses to serious safety incidents. The camera system can also provide forensic evidence in the event of incidents requiring investigation.

2.2.  The necessity for the use of cameras in this area: FINDER is a high containment infectious disease and epidemic research facility containing pathogenic research. The purpose of the camera system is to assist in the prevention and investigation of any pathogenic release to facilitate an immediate situational response. The camera system can be used to monitor real time incidents to situational awareness of the research facility for responders.

2.3.  What less privacy-intrusive alternatives to the use of cameras have been considered and why they have been rejected: Less privacy-intrusive measures have been employed and the camera system is part of a holistic safety and security strategy for the facility which includes access card control, and intrusion alarm systems. Building and Research labs are locked down and some require access cards for entry, and exterior doors remain locked after the building closes, requiring visitors to be escorted during entry. However, these measures alone on their own do not meet the requirements set out by Government Safety Authorities and there is no cost-effective way to provide an acceptable level of safety and security.

3. Scope

3.1.  Description of area(s) to be monitored and placement of cameras, including diagrams where feasible: The cameras will be mounted in the hallway corridors, sensitive research labs and overlooking entry/exit doors proving overall coverage of the space. The lab is located within the Life Science Centre as indicated on the attached map.

3.2.  How many cameras will be installed: 9

3.3.  Whose activities will be viewed by these cameras (e.g. public, employees, students): Employees, students and those authorized to enter the FINDER area may all potentially be viewed by 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 FINDER space, where the pathogens are present and aware that individuals are working in these areas.

4.2.  How individuals will be notified that they are entering an area that is being monitored: Signage will be placed on the perimeter of the facility and building near entrances. 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 or for safety auditing purposes to comply with Government Safety guidelines and regulations.

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 by UBC Campus Security at 2133 East Mall, Vancouver, BC.

5.2.  Arrangements in place to protect against unauthorized viewing of the Camera Data: Only the specific computer assigned to authorized person by Campus Security will be granted access to camera live 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 datacenters.

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 datacenters, which are protected in accordance with Information Security Standard #18 (Physical Security of UBC Datacenters).

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 no more than 30 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: 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