Your recorder may automatically delete old footage, but that’s not a retention policy. A proper policy clearly states how long footage is kept, who can view it, and what happens to clips saved for incidents.
The golden rule: maximum 30 days
For workplace video monitoring, national employment and data-protection rules require that storage duration is proportionate to the purpose, but never more than 30 days—unless specifically required by law or in justified cases.
What counts as a “justified case”
For example, an incident reported to the police, a damage claim, or a dispute with an employee. Relevant footage can be kept for as long as the procedure lasts, but you must record the reason and the person who made the decision.
Template
VIDEO RETENTION POLICY [Company name], [location] 1. Purpose Video recordings are used for loss prevention, asset protection, and the safety of individuals. 2. Retention period Recordings are kept for up to 30 days and are automatically deleted after this period. 3. Exceptions Clips related to an incident (theft, cash discrepancy, complaint, accident) may be saved separately, with approval from [role], for the duration of the procedure (complaint, insurance claim, disciplinary investigation). For each saved clip, record: date, reason, approving person, and retention deadline. 4. Access Only [roles / persons] have access to the recordings. Each access is logged in the access register. 5. Disclosure to third parties Recordings are only shared with authorities (police, courts) or insurers, upon written request, and each disclosure is logged. 6. Deletion When the retention period expires, saved clips are deleted and the deletion is logged. 7. Responsible person Policy responsible: [name, role, contact]. Approval date: ____/____/______ Approved by: ____________________
How to apply it day to day
- Set your recorder to automatically overwrite footage older than 30 days.
- Keep a simple log for saved clips and for each access.
- Review saved clips monthly and delete those no longer needed.
The retention policy is part of the documentation we prepare when starting our collaboration, along with employee information and the DPIA. See also the GDPR checklist.
This template is for guidance and must be adapted to your company’s situation. It is not legal advice.
FAQ
Can I keep all recordings for more than 30 days, just to be safe?
No. General retention beyond 30 days is not allowed for workplace monitoring. Only footage linked to specific incidents can be kept longer, with a written justification.
Do I need to record who views the footage?
It’s best practice and helps you prove access is controlled, as required by the GDPR accountability principle.
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