The City of Estevan has updated its current surveillance policy, as of the latest city council meeting.
As part of the policy, the city lays out how video recordings can be handled, accessed, and viewed by the city, and how citizens can access those videos.
Under the policy, three people are approved to access and view video surveillance footage: the City Manager, Human Resources, and the Privacy Officer.
Video surveillance footage may only be accessed and viewed under the following three conditions:
- Security and safety Investigation: To investigate security breaches, safety incidents, criminal activities, or other incidents that pose a threat to the City of Estevan’s property, personnel, or public safety.
- Legal requests legislated and or requirements under law enforcement agencies.
- Access to information requests.
The Privacy Officer, Human Resources, or City Manager will review complaints or incident details to determine whether access to the video recording capturing the incident meets the stated purpose of the Video Surveillance program before granting access as a post-investigative tool. Public Safety is addressed with a live feed of public areas.
During the meeting, it was brought up that the Estevan Police Service is not included in this surveillance policy, as they have a separate policy for their surveillance cameras and other devices.
In order for an Individual who is the subject of a video to access their own recorded personal information they must make a request in writing or submit an Access to Information Request form along with the following qualifiers:
- They must show the City two pieces of ID (one government-issued photo) before the release of the footage. The employee will only indicate on the form or citizen’s letter that the ID was shown, and evidence of their true identity was satisfied. A copy of the ID is not to be retained.
- Access may be granted in full or in part depending upon whether any of the exceptions in the Act apply and whether the exempt information can reasonably be severed or blurred from the recordings. If technology provides for the blurring of images, that option may be pursued. Otherwise, still photos may be provided.
The city also laid out some of its policies regarding how it would use cameras and any footage it obtained.
- Surveillance cameras shall be used for the sole purposes of deterring theft, violence, and other criminal activity and ensuring the safety of employees and those accessing certain city facilities. At no time shall the cameras be used to monitor employee productivity or performance.
- In the event of a reported or observed incident, the recorded footage may be used to assist in the investigation of the incident and may be turned over to law enforcement or other government personnel, if appropriate.
- At no time will persons other than those designated or the Human Resources Manager have access to the footage made in the course of surveillance. Personal information contained on the footage shall not be used or disclosed for purposes other than those for which it was collected, except with the consent of the individual or as required by law.
- Footage from the surveillance cameras will be stored electronically at the facility as storage space allows for the purposes outlined in this policy. If footage has been used to investigate an incident, that footage will be retained as per the Records Retention and Disposal Bylaw.
Authorized personnel will be able to see that footage upon authorization of the City Manager, Human Resources, and the Privacy Officer, with a secure viewing method so recordings won't be made.
The city says the policy will be subject to periodic review to ensure its effectiveness and compliance with changing laws and regulations.