Guide: Workplace Video Surveillance

The Rules Explained

In Europe, workplace camera use is governed by the General Data Protection Regulation (GDPR) and national employment and data-protection rules. These set out specific requirements for monitoring employees via video.

The Five Key Conditions

Video monitoring is allowed for the employer’s legitimate interests only if all the following conditions are met:

1. A well-founded legitimate interest that outweighs employees’ rights and interests.
2. Prior notification—employees must be fully and explicitly informed in advance.
3. Consultation with the union or, where applicable, employee representatives before introducing the system.
4. No less intrusive alternatives—other options must have been tried and found ineffective.
5. Limited retention—footage must be kept only as long as necessary, up to 30 days, unless otherwise justified or required by law.

Impact Assessment (DPIA)

Systematic monitoring may require a Data Protection Impact Assessment (DPIA) under Article 35 GDPR. This document outlines the purpose, risks to employees, and measures taken to mitigate them.

What Documents to Prepare

• written notification to employees, signed by them;
• internal policy on video surveillance;
• impact assessment (DPIA), where applicable;
• information signs at the entrance to monitored areas;
• processing activity register.

What’s Not Allowed

• cameras in changing rooms, restrooms, or break areas;
• using footage for purposes other than those declared;
• keeping recordings beyond the set period without valid justification.

How We Work

We don’t use facial recognition. Incidents are linked to your POS and shift. Footage is automatically deleted after a maximum of 30 days, except for incidents you choose to keep. We provide document templates before you go live.

This guide is for informational purposes only and does not constitute legal advice. For your specific situation, consult a lawyer or your data protection officer.