Workplace Video Surveillance Policy Template

Workplace video surveillance has numerous benefits, from preventing theft to reduced harassment. However, it comes with the risk of violating employees’ privacy. A well-drafted workplace video surveillance policy can inform the employees about the surveillance and help avoid legal troubles down the road.

To draft an effective workplace policy, it is crucial to first consider the applicable laws concerning video surveillance. Next, draft the policy per these laws and include important information such as the scope of surveillance and data collection.

Continue reading below as we provide more information on how to draft an effective workplace video surveillance policy.

What is a Workplace Video Surveillance Policy?

A workplace video surveillance policy is a legal document that informs employees about video surveillance in the workplace and obtains their formal consent.

The purpose of this document is to prevent all stakeholders, including employers, employees, and clients, from running into legal problems down the road.

An effective employee video surveillance policy addresses how the laws concerning workplace surveillance, such as the Electronic Communications Privacy Act, will be applicable. They should also include the purpose, location, and timing of employee monitoring.

This kind of transparent disclosure has the potential to boost employee morale and provide employees with some understanding of personal space and privacy expectations while they are on the job.

Laws to Consider When Drafting Workplace Video Surveillance Policy

Navigating workplace laws can be complex, especially given that both state and federal laws differ when it comes to workplace video surveillance. In such cases, we highly recommend consulting a legal expert as you draft the policy.

In the meantime, here are a few legal considerations as you draft the policy:

Legitimate Business Purpose

The ECPA mandates that employers have a legitimate business purpose to conduct workplace video surveillance. When thinking of a legitimate business purpose, consider the benefits that the surveillance will bring. Following are some examples of a legitimate business purpose:

  • Minimizing the risk of theft
  • Preventing potential security risks to customers
  • The prevention of violence, threats, and battery on work premises
  • Documenting incidents via the use of video footage

Location of Surveillance

While video surveillance may be permissible in light of a legitimate business purpose, there are still some limitations on where it can be conducted. For example, the ECPA forbids video surveillance in the following areas:

  • Restrooms
  • Cafeterias
  • Changing areas
  • Workplace common areas

Locker rooms

The law further goes on to forbid workplace surveillance in any other areas where employees can have a “reasonable expectation of privacy.”

Nevertheless, it is possible to conduct surveillance of these areas in case the employee provides explicit, informed consent.

Union Surveillance

Laws such as the National Labor Relations Act provide important protections to unions by prohibiting video surveillance to record their activities. So, for example, it may not be permissible to record any instances of union meetings.

Additionally, before implementing surveillance, employers must negotiate with union employees.

Workers on Leave

If you intend to surveil workers while they are on leave, it may bring you some relief knowing that there have been past rulings against employees who contested monitoring of their actions while on medical or workers’ compensation leave.

However, keep in mind that these cases pretty obviously involved employees abusing their leave rights.

So, for instance, one case involved a sick worker who spent the day at the gym, and another used FMLA when his annual leave application was turned down.

The court might rule in the employees’ favor if it was found that employer surveillance overstepped the bounds of reason and discouraged workers who had a genuine need for leave from utilizing their legal rights.

What to Include in the Workplace Video Surveillance Policy

Now that we’ve discussed the various laws concerning workplace video surveillance, let’s talk about everything that you must make sure to include in the draft policy.

Introduction

In this section, you will try to inform your employees of the rationale behind the company’s policy of employee monitoring and provide them with details about the monitoring software that will be used.

Effective use of this section goes a long way in making sure your employees are well-informed, resulting in better morale and clear expectations of privacy in the workplace.

Make sure to keep this section comprehensive. Include details about potential benefits for employees to increase their comfort around the implementation of this software.

Scope of Policy

In this section, you need to specify to whom the policy on employee monitoring is applicable.

Anyone whose work with the firm could be affected by the policy is considered to be part of the company, whether they are employees, freelancers, paid or volunteer members, or not.

Monitoring Methods

Specify the methods you intend to use for monitoring your employees and the workplace.

Go into further detail about the kind of monitoring, its intended use, its implementation in the workplace, and any potential effects on employees’ right to privacy. Be sure to specify whether the surveillance will apply to any remote work.

Data collection

Specify what information the employee monitoring system will gather and how it will affect the employee’s right to privacy. It is also critical to specify how the acquired data will be handled to ensure the employees’ data protection.

Data storage is a highly controversial topic concerning various laws, which makes this a crucial part of the monitoring strategy.

Signature

This section is typically included at the end of the workplace video surveillance policy. All parties affected by the video surveillance should be able to sign the policy, including the employer or business, the employee, and any witnesses.

It indicates that the company intends to follow the video surveillance policy and helps to shield everyone from any legal issues that may arise from employee surveillance.

Any time there is an alteration in the method the company or employer uses to surveil its employees, the employee monitoring policy needs to be revised and re-signed by everyone concerned.

Conclusion

Implementing workplace video surveillance comes with many challenges unique to each company. This is why we recommend obtaining expert legal advice as you draft the policy. However, it’s also recommended to familiarize yourself with specific components of the policy using the information in the above article.

Sources

Articles.

Types of Computer Monitoring Software

Types of Computer Monitoring Software With a growing trend of remote and hybrid work also comes a growing need for monitoring employees. But with the vast variety of computer monitoring software on the market, it can be hard to decide which one is best for your business.The first step is …

Tips and Tricks for Managing Teams with Computer Monitoring Software

Tips and Tricks for Managing Teams with Computer Monitoring Software Having a monitoring solution on hand can help managers effectively supervise their remote and in-office employees. However, without the right guidance, managers may not be able to fully utilize the potential of these technologies.To avoid this, it’s important that businesses …

Best Stealth Monitoring Tools for School

Best Stealth Monitoring Tools for School As technology gains hold of education and institutions, it has become important for schools to make sure that their students remain safe from digital threats. They can do this by using stealth monitoring software that allows them to monitor their students’ activities without their …

Is Using Computer Monitoring Software a Good Idea?

Is Using Computer Monitoring Software a Good Idea? Computer monitoring is a rising trend among various businesses. However with the recent concerns regarding employee privacy and data protection, some employers are forced to wonder whether using computer monitoring software is really a good idea.The truth is that while concerns about …

What Is an Example of a Software Tool That Is Used for Computer Monitoring?

What Is an Example of a Software Tool That Is Used for Computer Monitoring? If you’ve only just heard of computer monitoring, you may be wondering what it is. As the name suggests, computer monitoring is the process of keeping track of a computer user’s activities, mostly for the purpose …

Monitor for Working from Home

Monitor for Working from Home Over or underpaid employees can be detrimental to a business’s success. And this risk substantially increases when teams switch to a remote setting. After all, how do managers ensure that employees are working in accordance to their logged hours?Fortunately, employee monitoring software makes this easy …

How to Monitor Company Mail

How to Monitor Company Mail Many companies use email as their private mode of communication, using it to send sensitive information and data. However, unlike other sensitive company data, emails are often unprotected.One way to effectively protect company email data is to implement mechanisms to monitor said emails. This can …

What Is an Insider Threat

What Is an Insider Threat Companies are always on the lookout for ways to protect their assets from external sources. It’s not uncommon to see security teams and mechanisms etched into a building. But is your company doing enough to protect itself from insider threats?Insider threats refer to a risk …

How to Share Computer Screen for Free

How to Share Computer Screen for Free Computer sharing serves many purposes; especially in remote working environments, where people cannot communicate in person. It can allow managers to provide support or feedback or monitor their employees.There is a plethora of screen sharing software on the market, but very few offer …

How to Prevent Employees from Stealing Data

How to Prevent Employees from Stealing Data Data breaches are the worst nightmare of a company, as they can result in serious consequences. Consider that the average total cost of data breaches amounts to 8.19$ million for U.S companies. Many of these data breaches occur due to employee theft.This may …

Software that unites: Collaboration tools for efficient virtual teams

Software that unites: Collaboration tools for efficient virtual teams Collaboration tools are the backbone of efficient virtual teams and strengthen team spirit by making communication and project management seamless. With the right set of tools, you and your team can move projects forward faster, establish clear communication channels, and ensure …

How to Stop Students From Cheating in an Exam

How to Stop Students From Cheating in an Exam Exams serve an important purpose by allowing the educator to determine whether their students have effectively learned and understood course materials. Unfortunately, students cheating in exams completely defeats this purpose. So, how do you stop students from adopting questionable methods to …

How to Monitor Students in School

How to Monitor Students in School In an education system often reliant on digital technology, children in schools are facing a rising number of challenges that can be difficult to navigate. It is important to monitor students to make sure they are safe from these obstacles and have the guidance …

How to Monitor Exams Online

How to Monitor Exams Online Before Covid 19, most exams were conducted on premises, which also made them easier to monitor. However, as we move into a post-pandemic world, an increasing number of institutions now conduct online examinations. This has led many examiners to wonder whether it is possible to …

Workplace Video Surveillance Policy Template

Workplace Video Surveillance Policy Template Workplace video surveillance has numerous benefits, from preventing theft to reduced harassment. However, it comes with the risk of violating employees’ privacy. A well-drafted workplace video surveillance policy can inform the employees about the surveillance and help avoid legal troubles down the road.To draft an …

Monitor College Exams

Monitor College Exams There is an increasing demand for monitoring solutions as an increasing number of educational institutions, including universities and colleges, are adopting remote learning and online examination systems.Fortunately, it is possible to monitor college exams with the help of a monitoring software. Monitoring software keeps an eye on …

Best Monitoring Solutions for Students in School

Best Monitoring Solutions for Students in School New technologies are gaining more and more space in the academic field, and teachers and school staff need to include them in student activities. One of such technologies is the use of monitoring software.Monitoring solutions are used in schools not just to keep …

Best Stealth Monitoring Tools for School

Best Stealth Monitoring Tools for School As technology gains hold of education and institutions, it has become important for schools to make sure that their students remain safe from digital threats. They can do this by using stealth monitoring software that allows them to monitor their students’ activities without their …

Best Call Center Quality Monitoring Software

Best Call Center Quality Monitoring Software A call center is a centralized branch of a company that handles all customer phone calls. This branch often contains hundreds of employees, which can be difficult to monitor at once. But imagine a software that can do that for you, along with a …

How to Monitor Hospital Staff

How to Monitor Hospital Staff The field of healthcare is an essential yet critical one. The critical nature of the field is why hospitals need to make sure they employ the right staff. Unfortunately, this can be quite difficult to do, unless hospitals implement workplace monitoring.Hospitals can monitor their employees …

How to Deal with Employees Who Don’t Follow Instructions

How to Deal with Employees Who Don’t Follow Instructions A vast majority of employers and managers have to deal with employees who don’t follow instructions at some point. These employees constantly make excuses, miss deadlines, and appear to disregard directions and procedures blatantly.This disregard for instructions may result from employees’ …

How to Monitor Club Employees

How to Monitor Club Employees Clubs are a big part of the hospitality industry. Their success relies on employees who stay ahead of their duties and offer a satisfactory customer experience. This is why it’s all the more important to monitor your club employees.You can monitor club employees through effective …

How to Monitor Bar Employees

How to Monitor Bar Employees A major part of bar employees’ duties includes interacting, engaging, and monitoring customers who visit the bar. These duties are also important to keep the bar operational. This makes it important to monitor your bar’s employees.Fortunately, you can easily monitor your bar’s employees using an …

How to Monitor My Cashier

How to Monitor My Cashier While it’s great to put your employees in charge of important tasks like taking payments and closing the register, it’s also wise to have safeguards in place to ensure your revenue is protected and your peace of mind is preserved.You can protect your revenue and …

How to View Live CCTV Footage From Phone

How to View Live CCTV Footage From Phone Using a CCTV system has many benefits for businesses, including increased security and crime prevention. Traditional CCTV cameras require a surveillance system on-site. But is it possible to view live CCTV footage from a phone?Yes, it is. To view live CCTV footage …

How to Monitor Hotel Employees

How to Monitor Hotel Employees A hotel’s employees are undoubtedly its biggest assets. They have important responsibilities, such as direct contact with the clients. This makes it essential to monitor employees to make sure your hotel achieves success.Hotel owners can use employee monitoring software to monitor their employees. This software …

Monitoring Employees in the Workplace

Monitoring Employees in the Workplace When businesses grow, they use innovative ways to monitor their employees. Monitoring is important not only to keep an eye on the activities of employees but also to enhance their productivity.Utilizing employee monitoring software is an effective method for overseeing employees. These tools offer efficient …

What Is A 9/80 Work Schedule?

What Is A 9/80 Work Schedule? As more businesses transition to a remote workforce, employees are looking for a schedule that allows them the perfect balance between a specified work schedule and the freedom to attend to personal commitments. That’s where the 9/80 work schedule comes in.The 9/80 work schedule …

Tracking Employee Performance

Tracking Employee Performance As more companies transition to remote work, many managers are finding it difficult to track the performance of their employees. This is where the latest technology of employee performance tracking comes in.Employee tracking software allows employers to monitor key performance indicators that help them evaluate an employee’s …

How to Calculate Employee Turnover

How to Calculate Employee Turnover The constant influx and outflow of employees can negatively impact even the most carefully planned company strategies. In such situations, it’s important to calculate employee turnover to ensure the company’s growth.Employee turnover rate is a measure of the number of employees leaving a company in …

What Is A Worker Productivity Score? How to Monitor It

What Is A Worker Productivity Score? How to Monitor It All employers wish for their businesses to thrive, and to achieve this, they introduce innovation in their company operations. Worker productivity scores play a crucial role in facilitating business expansion.Worker productivity score helps gauge and improve performance, ensuring effective workflow …

How to Motivate Employees

How to Motivate Employees Motivated and engaged employees are the backbone of any successful organization, whereas a disengaged or demotivated team can quickly lower the company’s entire output. This is why it’s all the more important to find strategies to keep your employees motivated.You can motivate your employees by implementing …

Employee Monitoring Software without Port Forwarding

Employee Monitoring Software without Port Forwarding Port forwarding is a popular networking method utilized by companies. It allows direct transmission of data within a LAN. However, many companies today recognize the potential risks associated with port forwarding. As such, it’s natural to wonder whether there are any employee monitoring software …

What Are Some of the Downsides to Electronic Monitoring of Employees?

What Are Some of the Downsides to Electronic Monitoring of Employees? Today, it is common practice for employers to monitor their employees through the use of employee monitoring software. These programs prove to be a valuable resource, helping managers make more informed decisions. But they do not come without their …

What Is Computer Spying? The Effective Methods to Track Employees

What Is Computer Spying? The Effective Methods to Track Employees As companies switch to remote work and integrate technology into the traditional office, computer spying has become a legitimate concern for employees and employers alike. But as we address these concerns, it is important to keep in mind the difference …