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governance:electronic_surveillance_policy

Electronic Surveillance Policy

I. Definitions
a. Twin Cities Maker (TCM) is the organization
b. TCM Premises (Premises) is any physical location maintained by TCM
c. Computer systems are any computer system owned and operated by TCM
d. Electronic surveillance is the use of any device or software to monitor and/or record activity in and around the Premises and within any Computer Systems

II. TCM reserves the right to electronically survey its premises, the area around its premises, the people in and around the premises, and its computer systems.

III. TCM will post notices of electronic surveillance at all main entrances/exits of the premises

IV. Only TCM shall install any form of electronic surveillance within the premises or computer systems

V. Unauthorized surveillance devices and software
a. Any unauthorized devices found on the premises which are recording and/or surveilling shall be considered forfeit by the original owner and shall be confiscated by TCM
b. Any unauthorized software found on Computer systems will be removed and TCM reserves the right to use any means it has to determine how the software came to be installed
c. Owners of unauthorized devices or software found to be recording and/or surveilling on the TCM premises or within TCM computer systems may be subject to disciplinary action up to and including being permanently banned from TCM
d. TCM reserves the right to report any unauthorized devices or software found recording and/or surveilling and the owner of said devices or software to the authorities

VI. TCM will do its best to ensure that electronic surveillance data is securely stored and that only authorized persons access it
a. Persons authorized to access electronic surveillance data

  1. Facilities Management
  2. IT Management
  3. Members of the board of directors

b. An authorized person may allow another person to view surveillance footage given that all of the following are true

  1. There is a just cause to view the footage AND
  2. The person can render specific aid in the resolution of the issue with their viewing of the footage AND
  3. The person is allowed only to view footage necessary to the resolution of the issue

c. TCM will maintain audit logs of electronic surveillance system access

VII. TCM will only review surveillance footage with reasonable suspicion of an event. Events include but are not strictly limited to theft, injury, abuse of equipment, and altercations

VIII. Electronic surveillance retention
a. General surveillance data may be held for up to 90 days
b. Door access logs may be held indefinitely
c. Surveillance system access logs must be held indefinitely
d. Specific surveillance data may be held indefinitely if it is found to be relating to a specific incident as defined by section VII
e. Other IT system logs shall be retained in a manner that complies with the TCM privacy policy as set by department policy.

IX. TCM reserves the right to disclose electronic surveillance data to authorities in the case of a subpoenas with a related written request specifying the exact footage they are requesting or by a majority vote of the Board of Directors

X. TCM reserves the right to install cameras, microphones, and other electronic devices or software on its premises for community benefit and non-surveillance purposes
a. Cameras installed for these purposes may not store footage for longer than is absolutely necessary to execute their function
b. Notice of the recording must be posted in the area it is happening in a prominent way
c. It should be possible for Members to opt-out of being captured by these devices in some way
d. Data from these devices is not considered to be surveillance data and may be shared and distributed as Twin Cities Maker sees fit

History

  1. 2021-11-09: Enacted
  2. 2021-12-14: Added section X.
governance/electronic_surveillance_policy.txt · Last modified: 2021/12/20 17:43 by 2djoe