CCTV (Closed Circuit Television) at Otago Polytechnic Limited Sites

Otago Polytechnic provide a safe and secure environment to protect its kaimahi, ākonga, and physical resources by providing appropriate security measures.  

The use of Closed-Circuit Television (CCTV) may assist in the provision of security by detecting and capturing evidence of crime, and actively deterring crime. This security measure may allow a quick response to emergency situations or be used to investigate serious incidents at Otago Polytechnic sites. 

This policy aims to follow best privacy practice to ensure that any CCTV images captured, collected, and stored for security reasons are handled in a confidential and private manner that protects an individual’s privacy at all times.  

This policy deals with non-covert, public spaces, and semi-public spaces (see definitions below). 

CCTV means a camera surveillance system which captures non-covert CCTV footage in public and semi-public areas of individuals or information about individuals and stores them temporarily (maximum of two (2) weeks (fourteen (14) days or ten (10) working days)) for review by authorised Otago Polytechnic kaimahi for the purpose described above. 

Non-covert means CCTV that is visible and the individuals being monitored know about it. For example, individuals can see the CCTV and there is a sign informing them about the camera. 

Public spaces mean spaces that are completely accessible to the public such as streets, footpaths, and public paths. 

Semi–public spaces mean spaces that are accessible to the public during normal opening hours of Otago Polytechnic. 

Incident means an action by a person or persons which is illegal under New Zealand laws or statutes and/or has caused or could cause, harm to people or property on any Otago Polytechnic site. 

Privacy Officer is appointed by Otago Polytechnic and is responsible for  compliance with this policy and for filling the role of Privacy Officer as described by this policy. 

Authorised Personnel are Otago Polytechnic kaimahi who have been authorised by the Privacy Officer to access footage from the CCTV camera system.    

1.          CCTV is operated to provide protection and improve safety for individuals and to prevent crime. 

2.          The placement of any and all CCTV equipment will be approved by the Privacy Officer and will not unreasonably intrude on the privacy of individuals. 

3.          Signage advising of CCTV equipment placement will be installed in places to give individuals clear warning before they enter any area covered by such CCTV equipment.

4.          CCTV footage will be viewed only by authorised personnel who have first sought permission, in the form of a written request to the Privacy Officer, and only based on a reported or reasonably suspected incident on a need-to-know basis or for the purposes of regularly checking the system is operational.   

• 4.1. In exceptional circumstances including but not limited to when someone is missing or in potential danger of injuring themselves or others, where urgent access to CCTV footage is required a verbal request from the Executive Director or equivalent to the Otago Polytechnic Privacy Officer will suffice.  This will be followed up with a written request within twenty-four (24) hours.  Only authorised personnel will be able to view the CCTV footage in this situation. 

• 4.2          The ability to meet any such request will be limited by the ease of access to the footage and by the need to protect other people’s privacy. If a request to view the footage is unable to be granted without unreasonably breaching others’ privacy, a written description may be provided of what they are doing in the footage. 

• 4.3        Any formal request to review CCTV footage must be made within the two (2) week timeframe, and as soon as practically possible following the suspected incident.  

4.4         Each time CCTV footage is accessed it will be recorded in a secure and confidential log, overseen by the Otago Polytechnic Privacy Officer and the CCTV footage must be viewed in a secure and private environment. 

5           Any incidents or misconduct detected by CCTV will be handled in accordance with the relevant policies such as Resolving Performance Problems (for kaimahi) and Ākonga / Learner Discipline (for ākonga).

6           Any criminal activity detected by CCTV will be forwarded to New Zealand Police for investigation. 

6.1           The New Zealand Police may request access to view CCTV footage. Such request will be granted on production of a warrant or in such circumstances as the Otago Polytechnic Privacy Officer deems reasonable. 

7.            All CCTV footage will be securely deleted except where an incident or suspected incident has been identified, and the Privacy Officer has approved a portion of footage is to be retained for resolving that incident. 

 8.          Processes for placement of cameras, storage and access to CCTV footage will be evaluated annually by the Otago Polytechnic Privacy Officer, or delegated to authorised kaimahi or independent external advisor, to determine the effectiveness and continuing viability or need for upgrade.  

Ākonga / Learner Discipline Policy

Ākonga Concerns and Complaints Policy 

Building Access, Key Distribution, After Hours Safety and Security Policy

Harassment and Bullying Prevention and Management and SOP

Hazard Management (available on Otago Polytechnic Intranet, Health and Safety). 

Te Pukenga Privacy Policy and Procedure