Big Brother in the workplace

Camera surveillance is often in the news negatively, although many businesses put them up with good intentions - for example, to prevent theft. Many car companies also have cameras in the workshop and showroom. Here are some tips for using them responsibly and lawfully.

Privacy rules tightened

Many changes are imminent in the area of privacy. As of May 25, the General Data Protection Regulation applies throughout Europe. The AVG also imposes firm conditions on the processing of camera images.

Camera surveillance is a far-reaching invasion of the privacy of employees, hired workers and visitors. Such an infringement may be allowed if there is a legitimate interest. Examples are the prevention of theft (of tools or parts, for example) or monitoring personal safety in the workplace. In addition, camera surveillance must be really necessary, if it cannot be done in another way (access controls, keys). Case in point: some car companies apply cameras to show customers via the Internet - transparency - how work is being done on their cars in the workshop. Images that could also be of interest to dubious third parties.

Further requirements:

• Employees and hired workers need to know that and why there are cameras. It is wise to include the answers in regulations, which also state who has access to the images, how long they are kept and who is the point of contact within the organization regarding camera surveillance. Any Works Council present must agree to these regulations.
• It is further important to hang signs in the workshop, showroom and office informing visitors in particular of the presence of cameras.
• Point cameras only at materials (to protect against theft), not at employees' faces. In most cases it is not necessary to make audio recordings.
• Anti-theft camera footage may not be used for any other purpose. For example, if the anti-theft footage shows that an employee does little work, he may not be held accountable on that basis.
• Do not keep the camera footage for more than four weeks, unless the footage is needed because of the theft that was nevertheless committed.

Control becomes stricter

The Personal Data Authority has announced that starting May 25, 2018, it will check more strictly whether companies comply with the AVG rules. Substantial fines may result. Employees or visitors can also go to court and claim damages if they feel a company is not properly complying with privacy laws.

Additional new conditions

Therefore, make sure that internally the right people are aware of the conditions for camera surveillance. Estimate what adjustments (if any) are necessary to comply with the AVG. It is also important to take sufficient technical measures to secure the images: who within the organization can access, view or modify the images? And is the network sufficiently secured?

So it's high time to get started with the AVG!