Employee Camera Policy

EMPLOYEE CAMERA POLICY

Purpose: This policy sets forth the conditions under which video and related imaging systems (collectively "cameras" or "recordings") are deployed, operated, accessed, retained, and disclosed by the Company. The objective is to protect safety, property, and legitimate business interests while minimizing undue intrusion into employee privacy. This policy applies to all employees, contractors, interns, volunteers, and temporary staff.

Personal Information

Position Information

Employment start date: (use for HR records)

Employment History

Education

Graduation date:

References

Policy: Definitions and Scope

Definitions: "Camera" means any fixed, mobile, portable, or wearable device capable of recording visual images, with or without associated audio; "Recording" means the stored visual image or audio derived from camera systems; "Authorized personnel" means staff explicitly authorized by the Company to operate or access recordings for business, safety, security, investigative, or legal purposes.

Scope: This policy governs Company-owned cameras, recordings generated on Company premises, and any recordings using Company-owned systems. Personal devices such as employee-owned phones, body cameras, or dash cameras used to record other employees or Company premises are governed by the Company's acceptable use rules and this policy; unauthorized personal recording of employees in the workplace is prohibited.

Authorized Uses

Cameras may be used for: physical security, theft prevention, property protection, workplace safety monitoring, investigations of incidents or alleged misconduct, protection of confidential assets, and other legitimate business purposes authorized by management. Each installation must be justified and documented with its location and purpose.

Prohibited Uses and Privacy Expectations

Prohibited uses include recording in restrooms, locker rooms, nursing rooms, changing areas, private offices where a reasonable expectation of privacy exists, or covertly recording private conversations without the express, informed consent of all parties and advance approval from legal counsel. Employees should have no expectation of privacy in areas that are routinely monitored for safety and security.

Audio Recording

Unless required and expressly authorized for a documented business purpose, audio capture is disabled. Where audio recording is enabled, it will only be used in compliance with applicable law and after notice is provided to affected employees or visitors. Employees are prohibited from enabling audio capture on Company devices without prior written approval from Legal and HR.

Access, Retention and Disclosure

Access to live feeds and stored recordings is limited to authorized personnel on a need-to-know basis. Access requests for investigative or legal purposes must be logged and approved by Security and HR. Recordings will be retained only for the minimum period necessary for the stated business purpose and then securely deleted unless retention is required by law, regulation, or active investigation.

Disclosure to law enforcement or third parties will occur only with appropriate legal process or as permitted by law. The Company will document disclosures and preserve chain of custody when required.

Incident Handling and Investigations

Recordings used in investigations will be handled confidentially. HR, Security, and Legal will coordinate investigative uses of recordings. Employees must not tamper with, alter, or destroy recordings; doing so may result in disciplinary action up to and including termination.

Employee Rights and Requests

Employees may request review of recordings that may reasonably pertain to a personnel action or legal claim involving them. Requests must be submitted to HR in writing and will be processed in accordance with applicable law and Company procedures. Sensitive or privileged information will be redacted where appropriate.

Discipline and Enforcement

Violations of this policy, including unauthorized recording, tampering with equipment, or misuse of recordings, may result in disciplinary action up to and including termination and referral for criminal prosecution where warranted. The Company will apply discipline in a manner consistent with other workplace policies and applicable law.

Legal Disclosures

At-Will Employment: Nothing in this policy constitutes a contract of employment. Employment with the Company remains at-will, subject to change only by written agreement signed by an authorized Company representative.

Equal Opportunity: The Company is an equal opportunity employer. The use of camera systems will not be employed in a manner that discriminates against any individual on the basis of protected characteristic. Any concerns regarding discriminatory monitoring should be reported to HR immediately.

Authorization & Certifications

By signing below, the undersigned acknowledges receipt of, and that they have read, understood, and agree to comply with, the Employee Camera Policy. The undersigned also authorizes the Company to collect, retain, and use recordings as described in this policy for legitimate business purposes.

Background and employment checks authorization: I authorize the Company to contact my previous employers, educational institutions, and references, and to obtain consumer reports, background checks, and other investigative information as permitted by law. I understand that such checks may be used in connection with employment decisions and that I may be required to provide further authorization for certain checks.

Certification: I certify that all information provided in this form is true and complete to the best of my knowledge. I understand that false statements or omissions may be grounds for disciplinary action, up to and including termination.

Acknowledgment and Signature

The undersigned employee attests that they have read and understand the policy and that questions regarding this policy have been answered to their satisfaction.

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