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Surveillance and Data Retention Policy
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What is Surveillance and Data Retention ?
Outlines the standards of how an organization deploys physical security monitoring equipment, manages data retention and overwrite timelines, and implements legal compliance safeguards to protect individual privacy rights. It establishes clear protocols for authorized camera locations, defines the duration for which recorded footage is securely stored, restricts access to footage to designated personnel, and outlines the notification and consent mechanisms required to comply with state and federal laws.
Effective Date: 01, Mar 2024
Purpose
The purpose of recording audio and video recordings are to ensure the safety and security of personnel, visitors, and Company property, and to protect the legitimate business interests of the Company.
The Policy
Scope- This policy applies to all areas within the private offices and boardroom operated by Intenovate Inc., a subsidiary of A Paradise Company Inc. ("the Company"), including hallways, common areas, and meeting spaces. In accordance with operational security requirements, this explicitly covers the personal executive office, hallways, the file and storage room, the boardroom, and the studio. Restrooms and any areas explicitly designated as unmonitored are strictly excluded.
Ownership. All audio and video recordings made on Company premises are the sole and exclusive property of the Company.
Consent. These premises are posted with conspicuous notice that 24/7 audio and video recording is in effect. Entry onto the premises after posting of such notice constitutes consent to recording under applicable law, including New York Penal Law § 250.00 et seq.. Staff members consent to recording as a condition of access, as acknowledged in their employment or contractor agreements.
No Expectation of Privacy. Individuals entering monitored areas have no expectation of privacy within those areas. Conversations, conduct, and activities occurring in monitored spaces may be captured by the recording system.
Retention. Recordings are retained for a minimum of thirty (30) days and are potentially automatically overwritten or deleted thereafter. Exceptions apply where the Company determines that longer retention is necessary for any of the following reasons: an active or anticipated legal proceeding, an ongoing internal investigation, a pending insurance claim, compliance with a legal hold, subpoena, or court order, or any other lawful purpose at the Company's discretion.
Permitted Use. The Company reserves the right to review, use, copy, and disclose recordings for purposes including, without limitation:
Security investigations and incident documentation.
Prevention, detection, or documentation of misconduct, theft, or unauthorized access.
Resolution of internal or external disputes.
Support of insurance claims or defense against liability.
Compliance with legal process, including subpoenas, court orders, and law enforcement requests.
Internal training, quality review, or operational improvement.
Any other lawful business purpose as determined by the Company.
Access and Disclosure. Recordings are accessible only to authorized Company personnel on a need-to-know basis. The Company will not voluntarily disclose recordings to third parties except where disclosure is:
Required by law, court order, or regulatory obligation.
Necessary to protect the safety of any person.
Made to the Company's legal counsel, insurers, or authorized agents in connection with a legitimate business purpose.
Authorized by the individual(s) depicted in the recording.
Requests for Access. Individuals who are the subject of a recording may submit a written request to review footage in which they appear. Such requests must be directed to Legal@intenovate.com. The Company will evaluate requests on a case-by-case basis and reserves the right to deny access where disclosure would compromise an investigation, infringe on the privacy of other individuals captured in the recording, or conflict with a legal obligation.
Data Security. The Company maintains reasonable administrative, technical, and physical safeguards to protect recordings from unauthorized access, alteration, or destruction. Access to recording systems and stored footage is restricted to authorized personnel.
Changes to This Policy. The Company reserves the right to modify this policy at any time. Continued entry onto monitored premises following any update constitutes acceptance of the revised policy.
Requests, issues, and suggestions
These Policies and other legal notices, are subject to change at the discretion of Intenovate Inc. Updates will be posted periodically, and users are encouraged to review them regularly. Previous versions of these documents may be available via archive or upon written request.
If you wish to request information about specific terms, previous versions of the Policy, or need assistance with any legal matter, please send your request in writing to our legal team at:
Stephanie Mitchell


