1. Purpose

The installation of Closed-Circuit Television (CCTV) systems is intended to enhance the safety and security of our Store/Warehouse, protect assets, and ensure compliance with company policies.

2. Data Access and Management

•Access to CCTV footage is strictly controlled. Only authorized personnel from the retail team may access the footage.

•All requests for access to CCTV footage must be submitted through the ticket system.

•Each request will be recorded, and an approval process will be followed to ensure accountability.

•Request can only be raised by Area Manager (View Only) , retail assistant manager or manager or higher-level management (View Only and footage storage)

•Only the Head of Retail or higher-level management can approve access requests.

•IT will share CCTV footage via OneDrive, with an expiry date set to ensure the video is accessible for a limited period. The shared video links will be read-only to prevent any alterations. Furthermore, IT will regularly delete shared videos monthly to maintain storage efficiency and uphold data security.

•If there is a need to export footage to a third party, IT will handle the export process. The footage will be zipped and encrypted with a password. The encrypted file will then be stored on a USB flash drive. The password for the file will be sent separately to the requester to ensure security.

3. Data Retention Policy

•Recorded footage will be retained for a maximum of 90 days from the date of recording.

•After 90 days, footage will be automatically deleted unless required for ongoing investigations or compliance needs.

•Individuals reviewing footage are advised not to take screenshots or record the video in any form.

4. Security Measures

•All Network Video Recorders (NVRs) and cameras are secured with password protection to prevent unauthorized access.

•Passwords must be robust and updated regularly to maintain security.

5. Privacy Considerations

•CCTV will be used in a manner that respects the privacy of all employees and customers.

•Cameras will be positioned to avoid private areas and focus on public spaces within the Store/Warehouse.

6. Compliance

•This policy is compliant with applicable laws and regulations regarding surveillance and privacy.

•Employees are expected to adhere to these guidelines, and any violations may result in disciplinary action.

7. Policy Review

•This guideline will be reviewed annually to ensure its effectiveness and compliance with legal standards.