Terms of Use – UBC Parking Impound Lot 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 Parking Impound Lot Camera System

1.2.  System identifier: 7

1.3.  Camera operator: UBC Parking (Vancouver)

1.4.  Short description of system: This security system consists of cameras mounted within the UBC Parking Impound lot and the vehicle release office.

1.5.  Approval Date: August 2, 2016

2. Rationale

2.1.  The purpose/objective for installing these cameras: These security cameras are intended to protect individuals and their property by assisting in prevention and investigation of personal injury, criminal activity and loss of property.

2.2.  The necessity for the use of cameras in this area: Cameras monitoring the vehicle storage and access areas act as deterrents against unauthorized access to and theft from impounded customer vehicles held within the impound lot. Cameras within the release office protect UBC staff performing a vehicle release by deterring personal abuse, injury or attack from potentially agitated customers, which is a continuing risk.

2.3.  What less privacy-intrusive alternatives to the use of cameras have been considered and why they have been rejected: The UBC Parking Impound Lot is an underground facility remote from immediate support from Campus Security or UBC Parking patrols and only an ‘in situ’ Security presence would provide a similar level of safety, security or property protection. This was rejected due to the prohibitive cost.

3. Scope

3.1.  Description of area(s) to be monitored and placement of cameras, including diagrams where feasible: Cameras are mounted at the UBC Parking Impound Lot at 2451 East Mall, which is in the location indicated on the following map:

3.2.  How many cameras will be installed: 5

3.3.  Whose activities will be viewed by these cameras (e.g. public, employees, students): Members of the public, employees, and students 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 are located in an underground parking lot that is gated. They cannot view activity in any other building.

4.2.  How individuals will be notified that they are entering an area that is being monitored: Signage is to be placed in pedestrian areas under camera coverage and in the vehicle release office. In addition, notification will be provided at the UBC Parking website.

4.3.  Whether and when the cameras will be monitored in real time: Cameras are only monitored in real time when employees trigger electronic release of pedestrian and /or vehicle access gates to allow customers to enter or leave the facility.

4.4.  Whether and when recording of Camera Data will occur: All cameras will record data which will be reviewed if required as part of an investigation into criminal activity, injury and/or property loss.

5. Security of Camera Data

5.1.  The place where Camera Data will be received and/or monitored: Camera data can be reviewed at UBC Parking, 301-2389 Health Sciences Mall and also at UBC Parking Impound Lot, 2451 East Mall.

5.2.  Arrangements in place to protect against unauthorized viewing of the Camera Data: Only specific computers assigned to individuals authorized by the Director, Parking & Access Services within UBC Parking are granted access to camera imagery.

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 at the Point Grey, Vancouver campus.

5.4.  The protocol for accessing and viewing any recorded Camera Data: Recorded images can only be accessed by individuals authorized by Director, Parking & Access Services. 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 UBC Parking office or the UBC Parking Impound Office. 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 from cycle storage cages and payment meters 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 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, UBC Parking and Access Services

7.2.  Mailing address: 301-2389 Health Sciences Mall, Vancouver, BC V6T 1Z3

7.3.  Telephone number: 604 822 4109

7.4.  Email address: parking.support@ubc.ca