A security camera overlooking a lobby

Whether it’s protecting assets, ensuring the safety of employees, or providing peace of mind to visitors, surveillance plays a crucial role in keeping environments safe. But while we all understand the need for security, there’s another side of the equation that’s just as important: privacy.

How do we balance effective security measures with respecting the privacy and comfort of clients and visitors? It’s a delicate dance, especially in a place like Ontario, where privacy laws are strict and people are becoming more aware of their rights. Businesses and property managers have to walk a fine line — keeping spaces secure while ensuring that clients don’t feel like they’re being overly watched.

Why security is essential

First and foremost, let’s acknowledge why surveillance is necessary. The threats that businesses face — like theft, vandalism, unauthorized access, or even potential violence — are very real. For many organizations, having cameras on-site acts as both a deterrent to would-be wrongdoers and a crucial tool for recording incidents when they occur.

Surveillance systems help to create safer environments, but they can also make people uncomfortable if not handled thoughtfully. Nobody wants to feel like they’re being watched every second, especially in places they consider personal or private, such as lobbies, hallways, or communal spaces. This is where the challenge comes in: how do you ensure safety without crossing the line into invasiveness?

Privacy concerns and legal responsibilities

Privacy laws in Canada, particularly in Ontario, are designed to protect individuals from having their personal information — and that includes video footage — collected or used without proper reason. The Personal Information Protection and Electronic Documents Act (PIPEDA) and other local privacy regulations set clear guidelines for how surveillance should be conducted, and they make it clear that businesses can’t just record everything, everywhere, all the time.

The fundamental rule is this: surveillance should be necessary and proportionate to the security risks at hand. That means cameras should be placed strategically, focusing on areas where security threats are most likely to occur, and avoiding sensitive areas where people expect more privacy, such as bathrooms or private offices.

So how do businesses meet these legal requirements while maintaining a comfortable and trustworthy atmosphere for clients? It’s all about best practices that not only keep you compliant with privacy laws but also respect the people who enter your space.

Best practices for balancing security with comfort

Here are some key steps businesses can take to ensure they strike the right balance between security and privacy, keeping everyone safe without making anyone uncomfortable:

1. Start with a Privacy Impact Assessment

Before setting up or upgrading your surveillance system, conduct a Privacy Impact Assessment (PIA). This assessment helps you evaluate how the cameras will affect the privacy of those in your building and ensures that you’re not overstepping any boundaries. It also provides a chance to make adjustments early on, like choosing not to install cameras in areas where people should expect more privacy. By going through this process, you show a commitment to both security and respect for personal space.

2. Be transparent about your surveillance

Transparency goes a long way in building trust. Letting people know that surveillance is in place — and more importantly, why it’s in place — can help ease concerns. You can do this by posting clear signs where cameras are present, explaining the purpose of the monitoring. This way, clients and employees understand that the goal is to protect them, not spy on them.

Additionally, it’s a good idea to include details about your surveillance practices in your company’s privacy policy. Make this information easily accessible to anyone who’s curious. When people feel informed, they’re less likely to feel uneasy about the security measures you’ve put in place.

3. Limit surveillance to necessary areas

Another key aspect of balancing security and comfort is making sure cameras are only placed where they’re truly needed. Focus on high-traffic or high-risk areas like entrances, exits, parking lots, and places where valuable equipment or sensitive information is stored. Avoid unnecessary monitoring in common areas where clients or staff might feel uncomfortable being watched, like lounges or open workspaces. By being selective, you can minimize intrusion while still maintaining effective security.

4. Use technology wisely

Today’s surveillance systems come with a host of advanced features — things like facial recognition, motion detection, and video analytics. While these technologies can boost security, they also raise valid concerns about privacy. If you’re using these tools, it’s important to ensure they’re only employed when absolutely necessary. For example, facial recognition should only be used if you’re dealing with a very specific security threat, and not as a standard practice. Always keep data protection top of mind and limit access to any footage to authorized personnel only.

5. Review and update your policies regularly

As technology evolves and privacy expectations shift, it’s crucial to keep your surveillance policies up to date. Regularly reviewing your system will help you ensure you’re still following the best practices and complying with legal requirements. This also gives you a chance to scale back on any measures that may no longer be necessary, or add new protections if needed.

Finding the balance between security and privacy doesn’t have to be a constant tug-of-war. With the right approach, you can maintain a safe and secure environment while respecting the privacy and comfort of the people who rely on your space. By being transparent, thoughtful, and compliant with the law, businesses can protect their assets without compromising trust or peace of mind. Security is about more than just cameras — it’s about creating a safe, welcoming environment where people feel both protected and respected.