Ad Hoc Advisory Committee on Privacy and Data Retention
June 26 th , 2014 Hearing Room 4 1 Frank H. Ogawa Plaza, 2 nd Floor 6:00 PM
Draft Meeting Minutes 1. 6:15 pm Call to Order and determination of quorum Members Present: Chairperson Jurcenoks and Vice Chair Hofer, Members Wactor, Johnson, Cagle, Kayyali, Grey, Wolff, and Aestetix. Members Absent: Harris, Chan, De Loa, 2. 6:20 pm Approval of minutes from May 22 and review the notes from June 12 (There was no quorum on June 12 th and therefore the attached notes are NOT official minutes). The May 22 nd minutes were approved unanimously. There was discussion about the June 12 th
meeting notes not being official minutes because there was no quorum. To ensure the conversation was officially entered into the record, a motion was made to attach them to the June 26 th Agenda and that motion also passed unanimously. 3. 6:25 pm Review submitted input to DAC Recommendation on City Privacy Officer and Citywide Privacy policy (attached) The discussion focused on the role of a Privacy Officer and it was noted that the officer ensures compliance with the policy as their primary focus. Additionally, they can lead efforts to update the policy, monitor adherence, and be aware of emerging issues that other jurisdictions may be addressing to see that the Citys policies remain current and relevant. Member Wolff noted that he sees four distinct roles for a privacy officer (or a Privacy Commission) that cannot be performed by one individual: 1. Commission: provides high level policies and an opportunity for public input. 2. Privacy Advocate: Reports to the Commission on emerging policy matters. 3. Chief Privacy Officer: Reports to the City Administrator on Citywide compliance and oversees departmental officers. 4. Departmental Privacy Officers who ensure the policies are adhered to throughout the Citys Departments. Member Cagle emphasized the need to enforce the policy to ensure compliance, Member Grey also noted that a committee cannot act swiftly the way an individual officer can. There was general agreement about the need for a specific individual assigned the oversight. Other issues identified included; the fact that the need is greater if they were overseeing a City- wide versus a DAC Policy, and that most cities dont have an officer but issues of privacy are heard by the Police Commission. Member Kayyali cited San Franciscos yearly audit of the FBI/Joint Task Force which is reviewed at the Police Commission. She noted that it was less likely the City would need an officer for just the DAC. It was agreed to continue this discussion until further along in the policy development. 4. 6:35 pm Review submitted input to Privacy Policy Draft. (Updated Policy Draft Attached) Member Cagle suggested the Committee look at the Citys Draft Framework and see if and how the current Privacy Policy Draft and the Citys draft could be merged together both for efficiency and because it is in line with the committees advisory role. The Committee agreed to make edits on the Citys original draft for the next meeting. Also, a series of areas for further development were mentioned including: the Guiding Principles, Whistleblower Protection, and Data Retention Periods. It was suggested that two committee members be assigned to work directly with staff on merging all of the submitted comments and the two documents. A motion was made that committee members would send all of their comments on the Citys Draft Framework to City Staff and to the Chair and Co-Chair by June 30 th and that the Chair would merge these into one Privacy Policy draft renamed to "DAC Notes and Principles"
Everyone will review and comment on the existing sections on the document by Monday July 7th, 2014 so the comments can be included in the next meeting agenda packet. Several Members agreed to submit more substantive language on various topics listed below: Specifically: Nadia Metrics, Matt - Data Minimization, Aestetix - Prevention of abuse - with Matt helping on section "Penalties for Abuse," Brian Transparency, Robert Grey - Definition of Privacy, Phil - Citizens ability to "correct/amend" collected data about them., and JJ - Data retention for Non-city Data submitted to the DAC. JJ will Consolidate all new sections for DAC Notes and Principles and submit to City Staff for distribution with the Agenda on Monday July 7th. 5. 7:25 pm Working groups - Feedback from existing groups - suggestion of new ones. This item was continued. 6. 7:45pm Open Forum There were no speakers under Open Forum. 7. Meeting Adjourned at 8:02