01-001 Surveillance Camera Policy_20211-001
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ADMINISTRATIVE
Policy 1 -001: Surveillance Camera Policy
Approval Date: March 22, 2010
Approval Authority: Council, By-Law 3411
Effective Date: March 22, 2010
Next Scheduled Review Year: 2025
Department:
Last reviewed: 2021
Revision Date/s:
Schedules:
POLICY STATEMENT
The Corporation of the Town of Tillsonburg is committed to public safety, crime
prevention, and stewardship of publicly owned assets.
PURPOSE
The Town may use video surveillance systems in Town-owned or operated buildings
and lands to deter and detect crime and anti-social behavior such as theft, vandalism,
and unauthorized entry.
The Town shall maintain control of and responsibility for its own video surveillance
system at all times.
SCOPE
The Town of Tillsonburg shall collect, use and disclose personal information in carrying
out its video surveillance program in accordance with the Municipal Freedom of
Information and Protection of Privacy Act (MFIPPA).
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DEFINITIONS
Personal Information: "Personal Information" means recorded information about an
identifiable individual which includes, but is not limited to, information relating to the
race, national or ethnic origin, colour, religion, age, sex, sexual orientation or marital or
family status of the individual, the personal opinions or views of the individual except if
they relate to another individual. If an image displays these characteristics of an
identifiable individual or the activities in which he or she is engaged, its contents will be
considered "personal information".
Record: "Record" means any record of information however recorded, whether in
printed form, on film, by electronic means or otherwise, and includes, correspondence,
a memorandum, a book, a plan, a drawing, a diagram, a pictorial or graphic
work, a photograph, a film, a microfilm, a sound recording , a videotape, a machine
readable record, any other documentary material, regardless of physical form or
characteristics, and any copy thereof, and, any record that is capable of being produced
from a machine readable record under the control of an institution by means of
computer hardware and software or any other information storage equipment and
technical expertise normally used by the institution.
Video Surveillance System: "Video Surveillance System" refers to a video, physical or
other mechanical, electronic, or digital surveillance system or device that enable
continuous or periodic video recording, observing or monitoring of personal information
about individuals in municipal facilities.
Storage Device: "Storage Device" refers to a videotape, computer disk or drive, CD
ROM, computer chip or other device used to store the recorded data or visual, audio or
other images captured by a video surveillance system.
IMPLEMENTATION PROCEDURE
1. The Clerk is responsible on behalf of the Town, for its duties under MFIPPA.
2. Each Director of a functional area where surveillance cameras are installed is
responsible for ensuring that information obtained is used exclusively for lawful
purposes.
3. The Director responsible for the operation of a functional area shall ensure that
the site complies with this policy, as well as any site-specific policies that may be
required. In particular, the appropriate Director shall ensure that any staff with
authorized access to any video surveillance equipment and recorded information
shall be trained in its use in accordance with this policy. Regular training and
orientation programs for sites subject to this policy shall include a component for
all staff to ensure awareness and compliance. Breaches of the policy may result
in disciplinary action in accordance with the Town's Employee Discipline Policy.
4. Video Surveillance Cameras:
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The Town shall install video surveillance cameras in identified public areas only
where video surveillance is a necessary and viable detection or deterrence
activity.
The Town may install visible and/or hidden surveillance cameras, but the Town
shall not install equipment inside areas where the public and employees have a
higher expectation of privacy (e.g. change rooms and washrooms).
The Town shall ensure that appropriate signs notifying the public of the presence
of video surveillance cameras are installed in accordance with this policy.
5. Access to Video Images:
The Town shall ensure that video images are accessed only by authorized Town
staff, authorized Service Provider's staff, and law enforcement agencies, and
where physically possible are not located in a position that enables public
viewing.
Images shall only be retrieved in response to an incident, and only if there is
reasonable cause to believe that a crime or accident has been occurred.
Where recorded information has been used for law enforcement or public safety
purposes, the retention period shall be one year after it has been last used,
and/or all appeals relating to a particular incident have been exhausted.
Following investigation and any corresponding legal action, the law enforcement
agency shall return the video images to the original site for retention and secure
disposal.
The Town shall ensure that if the police request access to and use of the
recorded surveillance information that staff will allow the video images to be
viewed, accessed or removed, in accordance with applicable law.
6. Access Log:
Each site with a video surveillance system shall maintain an Access Log book.
The Access Log shall be maintained with the images currently being stored, with
access restricted to authorized personnel only.
The Access Log shall be used to record: the date, time, purpose, and name of
authorized staff person reviewing images, and adjustments made to camera
angles.
When an image is viewed or removed for law enforcement purposes, the log
entry shall include; the date, time, name and contact information of the law
enforcement officer.
7. Reception Equipment:
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The Town shall ensure that video reception equipment is located away from the
public, in restricted access areas, in locked rooms with keyed access where
possible.
8. Location Record:
The Town shall ensure that maps and floor plans are prepared to identify the
location of all video surveillance equipment at each of the respective sites. The
C.A.O. shall have copies of all such maps and plans, and each Facility shall have
a copy for their site.
9. Hours of Operation:
The majority of the video surveillance systems shall operate 24 hours per day.
10. Retention Period:
Images will be retained for a period of 90 days.
11. Signage:
The Town shall ensure that the public is notified about the presence of video
surveillance equipment by prominently posting signs at the perimeter of
surveillance areas.
Signs shall be of consistent size and format and convey the following information:
Indicate video surveillance in use.
Identify legal authority for collection of personal information (MFIPPA). Provide
title, business address and telephone number of contact person who can answer
questions about the system.
12. Sign Specifications and Wording:
Sign dimensions shall be a minimum of 12" x 12" and will contain the Town logo
in accordance with the approved logo standards. "You have entered an area
monitored by video surveillance. (Bold, large font)
The personal information collected by the video surveillance system is collected
under the legal authority of the Ontario Municipal Freedom of Information and
Protection of Privacy Act. This information will be used for the purpose of
promoting public safety, crime prevention, and stewardship of publicly owned
assets. Any questions about this collection can be directed to the Director of
Community Services.
For the Tillsonburg Community Centre, 45 Hardy Ave., Tillsonburg, ON N4G
3W9, 519-688-9011
13. Other Promotion
The Town shall ensure that information regarding this policy is readily available
at all sites with video surveillance systems and on the Town's website.