Video Surveillance: How Long to Keep the Footage

Footage recorded by condominium cameras cannot be kept indefinitely. The Italian Data Protection Authority (Garante) indicates a maximum reference period of 24-48 hours, extendable only where specific documented needs exist and in any case for a limited time. Once the deadline passes, the system must automatically overwrite or delete the recordings. This is one of the most closely checked points in the condominium context and often where systems turn out to be non-compliant.

The principle: minimization and storage limitation

The rule stems from two principles of EU Regulation 2016/679: data minimization and storage limitation. Footage should be kept only for the time needed to achieve the purpose for which the system was installed, usually the security of common areas. Since that purpose is exhausted quickly, keeping recordings for weeks or months is disproportionate and lacks a legal basis. The retention time must be decided in advance, documented and set technically on the device.

24-48 hours, with justified extensions

The reference period indicated by the Garante is 24-48 hours. Longer retention is allowed only where specific and demonstrable needs arise, for example closure over holidays, periods when timely intervention is not possible, or the need to follow up on an act of vandalism or theft. Even then, the extension must be limited, justified and proportionate: it does not become permanent retention. Any recurring extension should be resolved and governed transparently.

• Ordinary reference period: 24-48 hours
• Extension only for concrete, documented needs
• Recurring extensions to be resolved and recorded
• Automatic deletion or overwriting at expiry

The updated Garante guidelines

With its measure of 10 April 2025, the Garante began updating the guidelines on the processing of personal data in condominiums, put out for consultation with publication in Official Gazette no. 106 of 9 May 2025. The framework rests on three pillars: transparency, proportionality and documented accountability. In practice, every choice about video surveillance, including the retention period and any extensions, must be justified and recorded, for example in the record of processing activities or, where the system entails high risk, in an impact assessment.

Who may access the footage

Access to recordings must be limited to authorized persons and logged. It is not permitted for every owner to view in real time or freely download the footage: that would create uncontrolled processing. Access is generally reserved to the manager or a technical delegate, and to the authorities upon a lawful request. Viewing by a single owner involved in an incident must be handled carefully, avoiding showing images that capture unrelated third parties.

Signs and notice remain mandatory

Correct retention does not replace the other obligations. The surveyed area must be marked with an information sign before entering the cameras' field, and a full privacy notice must be available indicating controller, purposes, legal basis, retention time and data subject rights. The first-level sign refers to the extended notice. Compliant retention and transparent information always go together.

Configuring the system to be compliant

Technically, compliance means configuring the recorder to overwrite footage at expiry, aiming the cameras only at common areas while avoiding private zones or unnecessary public land, protecting access with credentials and keeping firmware updated. It is useful to keep configuration documentation, so you can demonstrate the choices made in case of an audit. The documented accountability required by the Garante is built precisely on such evidence.

Documenting without burdening the firm

Video surveillance is only one of the processing operations the manager must keep under control, alongside registers, accounting and communications. Tidy management software helps keep in a single archive the meeting resolutions on the system, the notices and the notes on retention time. AmministraPro keeps the condominium's documents, obligations and communications together: the features are described on the /funzioni page and the plans for firms of every size on the /prezzi page, so you can manage the privacy aspects of video surveillance methodically too.