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Data privacy best practices for physical security teams

Genetec has shared best practices to help organisations protect sensitive physical security data, while maintaining effective security operations.

Physical security systems generate large volumes of information from video footage, access control records, and license plate information. As this data plays a growing role in daily operations and investigations, organisations are under increasing pressure to manage it responsibly amid evolving privacy regulations, rising cyberthreats, and heightened expectations around transparency.

“Physical security data can be highly sensitive, and protecting it requires more than basic safeguards or vague assurances,” said Mathieu Chevalier, principal security architect, Genetec. “Some approaches in the market treat data as an asset to be exploited or shared beyond its original purpose. That creates real privacy risks. Organisations should expect clear limits on how their data is used, strong controls throughout its lifecycle, and technology that is designed to respect privacy by default, not as an afterthought.”

For physical security teams, adopting clear strategies, resilient technologies, and trusted partnerships can help ensure privacy and security objectives remain aligned as risks and regulations continue to change. Genetec recommends the following best practices to help organisations strengthen data protection across physical security systems:

Start with a clear data protection strategy: Organisations should regularly assess what data they collect, for what purpose, where it is stored, how long it is retained, and who has access to it. Documenting these practices helps reduce unnecessary data exposure, identify policy gaps, and support ongoing compliance as regulations continue to evolve. Transparency around data handling practices also plays an important role in building trust with employees, customers, and the public.

Design systems with privacy built in: Privacy-by-design means limiting privacy risk, not only through security controls, but also through how personal data is collected, used, and governed. Organisations should apply the principles of purpose limitation and data minimisation to ensure that only the data required for defined security objectives is collected and retained.

Strong security measures, including encrypting data in transit and at rest, enforcing strong authentication, and applying granular access controls, help reduce the risk of unauthorised access. Privacy-enhancing technologies, such as automated anonymisation and masking, further support transparency and help protect individuals’ identities while preserving the operational value of security data.

Maintain strong cyber defences over time: Data protection is an ongoing process. Regular system hardening, vulnerability management, and timely updates are essential to address new cybersecurity risks as they emerge. Treating privacy and cybersecurity as continuous operational responsibilities helps organisations maintain a stronger overall security posture.

Use cloud services to support resilience and compliance: Cloud-managed and software-as-a-service deployments can help organisations stay current with security patches, privacy controls, and compliance features, while reducing the operational burden on internal teams. Many organisations are adopting flexible deployment approaches that allow them to balance scalability, control, and data residency requirements across on-prem and cloud environments.

Choose partners committed to privacy and transparency: Working with trusted technology partners is critical. Organisations should evaluate vendors based on how they govern personal data, define clear limits on data use, and communicate transparently about their privacy practices. Independent security standards and attestations, such as ISO/IEC 27001, ISO/IEC 27017, and SOC 2 Type II reports, provide important assurance around how systems and data are protected and managed, and help reduce privacy risks associated with unauthorised access or misuse.

Organisations should also assess vendors’ vulnerability disclosure processes, data governance practices, and approach to developing and deploying artificial intelligence, including whether they prioritise transparency, safety, and human-led decision-making when personal data is involved.

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