CCTV (Closed Circuit Television) at Otago Polytechnic Sites

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Section

Corporate

Approval Date

25 August 2025

Approved By

Chief Executive

Next Review

25 August 2027

Responsibility

Deputy Executive Director: Operations

Pastoral Care Code Outcomes

Outcome 1: A learner wellbeing and safety system

Purpose

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

The use of Closed-Circuit Television (CCTV) assists in providing 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.

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

Compliance

Privacy Act 2020

“Privacy and CCTV A guide to the Privacy Act for businesses, agencies and organisations” Office of the Privacy Commissioner, 2009.

Definitions

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 thirty (30) 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.    

Policy

1.  CCTV is operated to provide protection and improve safety for individuals, ensure compliance with policies and procedures, address potential misconduct and concerns and help prevent crime. 

2.  The placement of 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 CCTV.

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. Any viewing will be based on a reported or reasonably suspected incident, or for the purposes of checking the system is operational.   

4.1. Where urgent access to CCTV footage is required e.g. someone in danger or at risk of harm, the Chief Executive or delegate may make a verbal request to the Privacy Officer.  This will be followed up with a written request within twenty-four (24) hours.  

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 breaching others’ privacy, a written description may be provided. 

4.3. Any formal request to review CCTV footage must be made as soon as practically possible following the suspected incident, noting that CCTV footage is securely deleted after thirty (30) days.

4.4. CCTV footage must be viewed in a secure and private environment by authorised personnel. 

4.5. The Privacy Officer is responsible for recording details of all requests to access CCTV footage in a secure and confidential log.

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