Purpose

Sequoia Grove uses automated license plate recognition (“ALPR”) technology to support the safety and security of its guests, employees, property, and operations; to investigate reported or suspected criminal activity occurring on or affecting Sequoia Grove property; and to assist authorized law-enforcement investigations when legally appropriate. 

ALPR information will not be used for marketing, employee monitoring unrelated to a security investigation, immigration enforcement, traffic enforcement, harassment or intimidation, or any purpose based solely on a protected characteristic. 

Information Collected

Sequoia Grove’s ALPR system may collect images of vehicles and vehicle characteristics, including license-plate images and license-plate characters, along with the date, time, and camera location of the capture. 

The system is not used for facial recognition or to identify people by race, gender, religion, or other protected characteristics. 

Authorized Access and Training

Access to ALPR information is limited to the following personnel and contractors whose responsibilities require access: 

• President: Approves this policy, authorizes access, and provides compliance oversight. 

• IT Director: Administers the ALPR system, manages user accounts and retention settings, reviews access logs, coordinates with Flock, and may access ALPR information for authorized security purposes. 

• Facilities Manager: Provides physical camera support only and does not access ALPR information unless separately authorized. 

• Napa County Sheriff’s Office: Access only as described in Section 5. 

Before access is granted, authorized personnel must complete training on this policy, permitted uses, information security, privacy, and procedures for reporting suspected misuse. Access is reviewed quarterly and revoked promptly when no longer required. 

Permitted Uses 

ALPR information may be accessed only for the purposes stated in Section 1. A legitimate, documented security or law-enforcement purpose must support each search or review. 

Personal curiosity, surveillance of individuals without an authorized purpose, or disclosure outside this policy is prohibited. Violations may result in loss of access, discipline, termination of a vendor relationship, and referral to law enforcement where appropriate. 

Sharing and Disclosure

Sequoia Grove does not sell ALPR information. 

Sequoia Grove may share ALPR information only with the Napa County Sheriff’s Office for lawful public-safety or criminal-investigation purposes, as permitted by law and this policy. No other sharing is permitted without written approval of the President and documented legal authorization. 

Other sharing, transfers, or disclosures require approval from the Policy Owner and must be legally authorized, necessary for the request, and documented. Vendors may access information only as necessary to provide authorized services and subject to contractual confidentiality and security obligations. 

Data Retention and Destruction

ALPR information is retained for 30 days from collection, unless it is preserved for a documented security incident, law-enforcement request, legal obligation, or litigation hold. 

At the end of the applicable retention period, ALPR information is automatically deleted or otherwise securely destroyed through the system’s configured retention process. The Policy Owner is responsible for confirming that the configured retention setting remains consistent with this policy. 

Security, Monitoring, and Auditing

Sequoia Grove uses reasonable administrative, technical, and physical safeguards to protect ALPR information from unauthorized access, use, modification, disclosure, destruction, or loss. These safeguards include role-based access controls, unique user accounts, multi-factor authentication where available, access logging, and periodic review of user access and system activity. 

The Policy Owner will review access permissions and audit logs at least quarterly, and will investigate suspected misuse or unauthorized access. Any suspected security incident will be handled under Sequoia Grove’s incident-response procedures and applicable notification laws. 

Accuracy and Correction of Errors

ALPR information is an investigative aid and may contain errors. It will not be treated as conclusive identification of an individual or vehicle without appropriate verification. 

If Sequoia Grove identifies an apparent data error, it will document the issue and, where technically feasible, correct, suppress, or remove the affected information. Questions or reports concerning potential errors may be submitted to [email protected]. 

Policy Administration

The President is the official custodian and owner responsible for implementing this policy, approving access, overseeing sharing practices, and ensuring periodic review. 

This policy will be reviewed at least annually and whenever there is a material change to the ALPR system, data-sharing arrangement, retention period, or applicable law. 

Public Availability

This policy is publicly available on Sequoia Grove’s website at sequoiagrove.com. Sequoia Grove’s Flock Transparency Portal is available at https://transparency.flocksafety.com/sequoia-grove-winery-ca and provides additional current information about camera deployment, retention, and sharing. 

Contact 

Questions about this policy or Sequoia Grove’s ALPR practices may be directed to: 

Rudy Shaw, IT Director
[email protected]
8338 Saint Helena Hwy, Napa, CA 94558
707-833-1934