CAMERA AND ACCESS CONTROL POLICY

Objective

The purpose of this policy is to govern the use of surveillance cameras and access control systems on the common property of Saddle Creek Homeowners Association, Inc. (SCHOA). The aim is to safeguard the interests of SCHOA.

Definitions

• Surveillance Cameras: Devices installed in public spaces on common property to capture footage in case of incidents such as vandalism, unauthorized access, accidents, or any other instance where evidence may be required.
• Access Controls: Systems controlling entry to specific areas on common property, including gates, keycard systems, and biometric scanners.

Surveillance Cameras on Common Property

1. Purpose: The cameras are intended for capturing footage in response to incidents.

   • The footage will be accessed only in the event of incidents or upon request by law enforcement agencies. 
   • The cameras are installed for the purpose of deterring and prosecuting criminal activity. 
   • The cameras are not under continuous live monitoring. The system is designed to record and store footage, not for real-time surveillance. This footage is retained so that it can be reviewed retrospectively should an incident occur that requires investigation. The cameras are not operated with the intent to actively observe activities, but rather to create a record of events in our common areas that can be accessed and analyzed after the fact. 
   • The cameras are not meant to ensure the safety or security of members, residents, or guests. Members, residents, and guests are responsible for their own safety and security. 

2. Installation: SCHOA will install surveillance cameras in common areas.

3. Notification: All members will be informed about the installation, location, and purpose of the cameras. Signs will be posted in visible locations around the community.

4. Maintenance: Maintenance of cameras installed on common property is the responsibility of SCHOA.

5. Footage Preservation: Our surveillance system is designed to preserve footage in two ways. Firstly, all footage is automatically saved to the cloud for up to 14 days. After this period, the cloud-stored footage will be deleted. Secondly, each camera is equipped with its own storage capacity, allowing for local recording. The length of time for which footage is preserved locally is dependent on each camera's individual storage capacity and the amount of activity it records. Once a camera's storage is full, it will overwrite the oldest footage first. Please note, however, that in most instances, cloud storage will be the primary source for retrieving footage due to its set 14-day retention period. The local storage on each camera serves as a backup solution in case of any potential issues with cloud storage.

6. Footage Access and Release: The footage is accessible by the SCHOA board and will only be released upon receipt of a court subpoena or a request from law enforcement agencies. No other distributions of footage will be allowed.

7. Alert System: The system may feature an alert system that notifies the board when activity is detected, but this should not be taken as a mandate for constant monitoring. 

Privacy

1. It is important to note that there is no reasonable expectation of privacy in public areas, such as SCHOA's common areas and facilities. 

2. Surveillance cameras and access control systems are placed in common areas that are open to all members, where activities are visible to any observer. This public nature implies that any activity can potentially be observed by others, recorded by surveillance systems, or monitored for access control purposes. 

3. To respect privacy, cameras will not be installed in bathrooms.

Access Controls on Common Property

1. Common Area Access: SCHOA will install access control systems at entrances to common areas. Only members and authorized persons will be granted access. The access control system is designed to log a record each time a member inputs their PIN code on the keypads to gain access.

2. Visitor Access: Visitors must be granted access by a member or by SCHOA. The process for visitor access will be communicated to members and will be available on the Saddle Creek HOA website.

3. Access Control Maintenance: Maintenance and upkeep of the SCHOA access control system is SCHOA’s responsibility.