NOT YET APPROVED
Surveillance Use Policy for Security Cameras
at the Palo Alto Museum at the Roth Building
The Palo Alto Museum (“Museum”) leases space from the City of Palo Alto (“City”) at the Roth Building. Security cameras have been installed to deter vandalism, theft, and capture other incidents of criminal activities. The Palo Alto Museum is responsible for all costs associated with the use and maintenance of the cameras and will be responsible for complying with this policy.
In accordance with the Palo Alto Municipal Code Section PAMC § 2.30.680(d), the Surveillance Use Policy for the use of security cameras by the Palo Alto Museum within and on City-owned property is as follows:
1. Intended Purpose. The intent of secu rity cameras is to enhance the security and safety of Palo Alto Museum personnel and the public and deter and capture incidents of vandalism, theft, and other criminal activity at the Roth Building.
2. Authorized Uses. Authorized Museum staff (see list below) may only access surveillance video (“footage”) for official and legitimate security, safety, and law enforcement purposes consistent with this Policy. Upon request, the Museum shall disclose footage to Assistant Directors or Directors overseeing City staff who manage shared spaces within the Roth Building.
The following uses of security cameras are specifically prohibited:
a. Harssament or intimidation. It is a violation of this Policy to use the system to harass and/or intimidate any individual or group. b. Personal Use. It is a violation of this Policy to use the system for any personal purpose.
c. First Amendment Rights. It is a vi olation of this Policy to use the system or data for the purpose or known effect of infringing upon First Amendment rights of any person.
d. Invasion of Privacy. It is a violatio n of this Policy to use the system or data in any manner contrary to local, state, and federal privacy laws.
3. Information Collected. Security cameras will record video and audio (if permitted by law). Depending on the specific technology used, metadata such as time, date, and location of the cameras may be documented with the video.
4. Safeguards. All footage will be clos ely safeguarded and protected by both procedural and technological means. Persons with the Palo Alto Museum will observe the following safeguards regarding access to and use of stored data:
NOT YET APPROVED
a. All footage shall be accessibl e only through a login/password- protected system with multi-factor authentication (MFA). b. The following individuals from t he Palo Alto Museum shall have access to the footage: Marguerite Gong Hancock (President and CEO), Nelson Ng (Board Chair), Diane Moon (COO), and Kitzi Tanner (Facilities Manager). Footage may be forwarded to relevant law enforcement personnel, including Palo Alto Police Department (PAPD), for investigation. Once forwarded, PAPD shall control footage under their own Department policies.
c. Persons approved to access footage under this policy are permitted to access the data for legitimate safety, security, and law enforcement purposes only, such as when the footage relates to a specific incident or criminal investigation.
5. Retention. The Palo Alto Museum shall retain footage on a looping basis for thirty days. Footage will be retained longer than the retention period if it is reasonably believed it will become evidence in a specific criminal investigation or is subject to a discovery request or other lawful action to produce records.
6. Access by non-City Entities. The footage may be shared with law enforcement or prosecutorial agencies for official law enforcement purposes or as required by law or court order.
7. Compliance Procedures. Marguerite Gong Hancock (President and CEO), Nelson Ng (Board Chair), Diane Moon (COO), and Kitzi Tanner (Facilities Manager) are responsible for ensuring compliance with procedures, including, but not limited to:
a. Ensuring only designated individua ls are allowed access to footage when authorized by this policy.
b. Ensuring the security and re tention of the footage collected and compliance with applicable laws.
c. Give written notice to the City if an y of the persons listed in this policy are changed to other staff.