Vision AI Privacy & Compliance Guide
Comprehensive privacy and compliance requirements for Vision AI deployments.
Overview
Vision AI processes video feeds that may contain biometric data, personally identifiable information (PII), and employee surveillance data. This guide covers legal requirements, consent procedures, and operational controls to ensure compliant deployment.
Key Compliance Frameworks:
- BIPA (Biometric Information Privacy Act) - Illinois
- CCPA/CPRA (California Consumer Privacy Act)
- GDPR (General Data Protection Regulation) - EU
- State-specific employee monitoring laws
Privacy Architecture
On-Premise Processing
Vision AI is designed with privacy-by-design principles:
┌─────────────────────────────────────────────────────────────────┐
│ On-Premise (Never Leaves) │
│ ┌─────────────────┐ ┌─────────────────┐ ┌─────────────────┐ │
│ │ Video Feed │──│ Edge Device │──│ Local Storage │ │
│ │ (Camera) │ │ (Processing) │ │ (7-30 days) │ │
│ └─────────────────┘ └────────┬────────┘ └─────────────────┘ │
│ │ │
│ ┌───────────┴───────────┐ │
│ │ Privacy Filter │ │
│ │ (Blur, Anonymize) │ │
│ └───────────┬───────────┘ │
└──────────────────────────────────────────────────────────────────
│
ONLY METADATA SYNCS
(Counts, Events, Metrics)
│
▼
┌─────────────────────────────────────────────────────────────────┐
│ Cloud Services │
│ - Aggregated occupancy counts │
│ - Wait time predictions │
│ - Compliance reports (no video) │
│ - Detection event logs (no images) │
└─────────────────────────────────────────────────────────────────┘
Data Classification
| Data Type | Privacy Level | Storage | Retention |
|---|---|---|---|
| Raw Video | Highest | On-premise only | 7-30 days |
| Face Detections | High | On-premise only | Session only |
| Biometric Templates | Critical | Never stored | N/A |
| Occupancy Counts | Low | Cloud synced | 2 years |
| Event Metadata | Low | Cloud synced | 2 years |
| Aggregate Analytics | Low | Cloud synced | Indefinite |
BIPA Compliance (Illinois)
Requirements
BIPA applies if you:
- Collect biometric identifiers (fingerprints, face geometry, iris scans)
- Operate in Illinois or have Illinois employees/customers
Implementation Steps
- Written Policy (Required)
Create and publicly post a biometric information policy:
BIOMETRIC INFORMATION POLICY
[Company Name] uses Vision AI technology for operational efficiency
and safety monitoring. This policy describes our collection, use,
and storage of biometric information.
COLLECTION: Our cameras may detect faces for:
- Occupancy counting (no individual identification)
- Safety compliance monitoring
- Operational analytics
STORAGE:
- Video footage: Stored on-premise for [X] days
- Biometric identifiers: NOT collected or stored
- Face geometry: Processed in real-time, never stored
DISCLOSURE:
- We do not sell biometric information
- We do not share raw video with third parties
- Only aggregated, anonymized data leaves the premises
RETENTION:
- Video: [X] days, then automatically deleted
- Metadata: [Y] months for operational analytics
DESTRUCTION:
When biometric information is no longer needed, it is
permanently deleted within [X] days.
For questions: privacy@[company].com
- Written Consent (Required)
Before collecting biometric data, obtain written consent:
BIOMETRIC DATA CONSENT FORM
I, [Employee Name], acknowledge that [Company Name] uses Vision AI
technology that may process images of me for:
□ Occupancy and crowd monitoring
□ Safety compliance verification
□ Operational analytics
I understand that:
- Video is processed locally and not sent to external servers
- Face detection is used for counting, not individual identification
- I may request information about my biometric data
- I may revoke this consent at any time (with 30 days notice)
Signature: _______________________
Date: ___________________________
Employee ID: ____________________
- Consent Management
Track consent in the Vision AI admin portal:
# API to record employee consent
POST /api/vision/compliance/consent
{
"employee_id": "emp-123",
"location_id": "loc-456",
"consent_type": "biometric_processing",
"consent_given": true,
"consent_date": "2026-01-18",
"expires_at": null,
"document_url": "s3://compliance-docs/consent-emp-123.pdf"
}
CCPA/CPRA Compliance (California)
Consumer Rights
California residents have the right to:
| Right | Implementation |
|---|---|
| Know | Disclose what data is collected |
| Delete | Delete personal information on request |
| Opt-Out | Opt out of sale/sharing of data |
| Correct | Correct inaccurate information |
| Limit Use | Limit use of sensitive data |
Privacy Notice Requirements
Post visible signage at entrances:
NOTICE: VIDEO SURVEILLANCE IN USE
This location uses video cameras and AI technology for:
- Safety and security
- Operational efficiency
- Customer service improvement
Video is processed on-site and is not sold to third parties.
For privacy inquiries: privacy@[company].com
California residents: See our CCPA notice at [URL]
Data Subject Requests
Handle DSR (Data Subject Requests) via the admin portal:
# Submit a data subject request
POST /api/vision/compliance/dsr
{
"request_type": "access", # access, delete, correct, opt-out
"subject_type": "customer", # customer, employee
"contact_email": "customer@email.com",
"location_id": "loc-456",
"date_range": {
"start": "2026-01-01",
"end": "2026-01-18"
},
"description": "Request for all video footage containing my image"
}
# Response
{
"request_id": "dsr-12345",
"status": "received",
"response_deadline": "2026-02-17",
"assigned_to": "privacy@company.com"
}
Employee Monitoring Compliance
State-Specific Requirements
| State | Notice Required | Consent Required | Notes |
|---|---|---|---|
| California | Yes (Labor Code 435) | Written for audio | No secret monitoring |
| Connecticut | Yes | Yes (written) | Must state business purpose |
| Delaware | Yes | Yes | Email notification accepted |
| New York | Yes (Labor Law 52-c) | Acknowledgment | Post notice where visible |
| Illinois | Yes | Yes (biometric) | BIPA requirements |
| Texas | Limited | No | At-will employment covers |
Required Employee Notices
-
New Hire Onboarding
- Include Vision AI disclosure in employee handbook
- Obtain signed acknowledgment
-
Posted Notices
- Post in break rooms and common areas
- Include cameras monitored and purposes
-
Annual Reminders
- Send annual reminder of monitoring policies
- Update consent if policies change
Sample Employee Handbook Language
WORKPLACE MONITORING POLICY
[Company Name] uses video surveillance and AI technology to:
1. Ensure workplace safety
2. Monitor food safety compliance
3. Optimize operations
Monitored Areas:
- Kitchen and food preparation areas
- Drive-thru lanes
- Dining room (customer areas)
- Parking lot and exterior
NOT Monitored:
- Restrooms
- Locker rooms/changing areas
- Private offices (without notice)
Your Rights:
- Request to review policies
- Ask questions about monitoring
- Report privacy concerns to HR
By continuing employment, you acknowledge this monitoring policy.
Data Retention & Destruction
Retention Schedule
| Data Category | Retention Period | Deletion Method |
|---|---|---|
| Raw Video | 7-30 days | Automatic overwrite |
| Safety Incidents | 2 years | Manual review + delete |
| Aggregate Analytics | 3 years | Automated purge |
| Consent Records | Employment + 5 years | Manual archive |
| DSR Records | 2 years after completion | Automated purge |
Automatic Deletion Configuration
Configure retention in the admin portal:
# Set retention policy
PUT /api/vision/settings/retention
{
"location_id": "loc-456",
"raw_video_days": 14,
"incident_video_days": 730,
"metadata_months": 24,
"auto_delete_enabled": true,
"deletion_verification": "checksum"
}
Destruction Certificate
Generate destruction certificates for compliance audits:
# Generate destruction certificate
POST /api/vision/compliance/destruction-certificate
{
"location_id": "loc-456",
"data_type": "raw_video",
"date_range": {
"start": "2025-01-01",
"end": "2025-12-31"
}
}
# Response
{
"certificate_id": "cert-67890",
"certified_at": "2026-01-18T10:00:00Z",
"data_destroyed": {
"video_hours": 8760,
"storage_gb": 2340,
"method": "secure_overwrite",
"verification": "checksum_confirmed"
},
"download_url": "https://..."
}
Audit & Reporting
Compliance Dashboard
Access compliance status in Cockpit:
┌─────────────────────────────────────────────────────────────────┐
│ VISION AI COMPLIANCE DASHBOARD All Locations │
├─────────────────────────────────────────────────────────────────┤
│ │
│ CONSENT STATUS │
│ ─────────────────────────────────────────────────────────── │
│ Total Employees: 156 │
│ Consents on File: 152 (97.4%) │
│ Missing Consents: 4 ⚠️ Action Required │
│ Expired Consents: 0 │
│ │
│ DATA RETENTION │
│ ─────────────────────────────────────────────────────────── │
│ ✓ Auto-deletion enabled: 12/12 locations │
│ ✓ Video retention: 14 days (compliant) │
│ ✓ Last purge: 2026-01-17 02:00 UTC │
│ │
│ OPEN DSRs │
│ ─────────────────────────────────────────────────────────── │
│ Pending: 2 │
│ Due within 7 days: 1 ⚠️ │
│ Overdue: 0 ✓ │
│ │
│ RECENT AUDITS │
│ ─────────────────────────────────────────────────────────── │
│ 2026-01-15 Q4 2025 Privacy Audit Passed │
│ 2025-10-12 BIPA Compliance Check Passed │
│ 2025-07-08 Annual Security Review Passed │
│ │
└─────────────────────────────────────────────────────────────────┘
Compliance Reports
Generate reports for auditors:
# Generate compliance report
POST /api/vision/compliance/reports
{
"report_type": "annual_privacy_audit",
"year": 2025,
"locations": ["all"],
"include_sections": [
"consent_status",
"data_retention",
"dsr_summary",
"incident_log",
"policy_changes"
]
}
Incident Response
Privacy Breach Procedure
If a privacy incident occurs:
-
Contain - Immediately isolate affected systems
-
Assess - Determine scope and data affected
-
Notify - Per state breach notification laws:
- California: 72 hours to AG if >500 residents
- Illinois: Without unreasonable delay
- New York: As expeditiously as possible
-
Document - Log all actions taken
-
Remediate - Fix root cause and prevent recurrence
Breach Notification Template
NOTICE OF DATA INCIDENT
Date of Notice: [DATE]
Date of Incident: [DATE]
Dear [NAME],
We are writing to inform you of a data security incident that may
have affected your personal information.
What Happened: [Description]
Information Involved: [Types of data]
What We Are Doing: [Remediation steps]
What You Can Do: [Recommended actions]
For More Information: [Contact details]
Best Practices
Technical Controls
- Encryption - All video encrypted at rest (AES-256)
- Access Control - Role-based access to video feeds
- Audit Logging - Log all video access with timestamp and user
- Network Isolation - Cameras on separate VLAN
- Automatic Deletion - Enforce retention via automation
Operational Controls
- Training - Annual privacy training for all employees
- Reviews - Quarterly review of camera placements
- Signage - Visible notices at all monitored locations
- Vendor Management - Ensure vendors comply with policies
- Incident Drills - Annual privacy incident response drill
Documentation Requirements
Maintain these records:
- Written biometric policy (posted)
- Employee consent forms (signed)
- Privacy notices (posted)
- Retention schedules (documented)
- DSR logs (2 years)
- Breach response plan (current)
- Training records (annual)
Related Documentation
- Vision AI Platform - Technical overview
- Security Best Practices - Security controls
- Data Sync & IoT - Edge data handling