Transportation Services Privacy Standards

Introduction

Stanford Medicine Transportation Services collects and uses information from users of its parking and transportation facilities in order to operate, manage, and improve transportation services. Protecting the privacy of staff, patients, visitors, contractors, and other users of Stanford Medicine parking and transportation facilities is an important responsibility and one that Stanford Medicine takes seriously.

This Privacy Standard describes how Stanford Medicine Transportation Services collects, uses, stores, maintains, shares, retains, and protects information associated with parking and transportation operations, including license plate recognition technology.

This Privacy Standard applies to parking facilities, transportation services, websites, mobile applications, and systems that are managed or operated by Stanford Medicine Transportation Services. This Privacy Standard does not apply to information practices of third parties, including service providers, public agencies, Stanford University departments, or other organizations that may maintain their own privacy policies.


Official Custodian

The official custodian of Transportation Services parking and license plate recognition data is the Senior Director of Transportation Services & Exterior Management, or their designated representative.

The official custodian is responsible for implementation of this Privacy Standard and for maintaining appropriate operational, administrative, technical, and physical safeguards for protected information.


Data Provided to and Collected by Transportation Services

Stanford Medicine Transportation Services collects information necessary to administer parking, transportation, and related operational programs.

Table outlining data privacy details, showing types of data collected, collection times, and Transportation Services uses.

License Plate Recognition (LPR) Technology

Stanford Medicine Transportation Services utilizes License Plate Recognition (LPR) technology at certain parking facilities for parking operations, parking management, parking enforcement, safety, and customer service purposes.

LPR technology uses stationary cameras, mobile devices, handheld devices, or other approved equipment to capture and process vehicle license plate information. License plates are visible in public view and are scanned to determine parking authorization and support parking operations.

LPR technology may be used in parking lots, garages, controlled-access facilities, roadways, and other locations managed by Stanford Medicine Transportation Services.

Stanford University may also utilize LPR technology in facilities that it owns or manages. Information collected and maintained by Stanford University is governed by Stanford University policies and procedures.

Authorized Purposes for Collection and Use

License plate and parking-related information may be collected, maintained, and used only for authorized transportation and parking purposes, including:

  • Managing parking access and parking operations.
  • Verifying permit eligibility and permit validity.
  • Administering parking reservations and transportation programs.
  • Monitoring parking facility occupancy and utilization.
  • Supporting customer service and dispute resolution.
  • Administering parking enforcement activities.
  • Supporting safety, operational, and security needs related to parking facilities.
  • Planning future transportation and parking services.
  • Evaluating transportation demand management programs.
  • Complying with applicable laws, regulations, policies, permits, and contractual requirements.

Transportation Services does not use license plate information for unrelated commercial marketing purposes.


Authorized Access

Access to identifiable parking and LPR information is limited to individuals with a legitimate business need to perform their assigned responsibilities.

Authorized users may include:

  • Transportation Services leadership.
  • Parking operations personnel.
  • Parking enforcement personnel.
  • Transportation Services administrative personnel.
  • Information technology and cybersecurity personnel supporting Transportation Services systems.
  • Authorized vendor personnel supporting Transportation Services operations.
  • Other Stanford Medicine personnel approved by the official custodian for a legitimate operational purpose.

Access privileges shall be limited to the minimum level necessary to perform assigned responsibilities.


Training Requirements

Employees, contractors, temporary workers, vendors, and other authorized users who access identifiable parking or LPR information shall receive appropriate training regarding:

  • Privacy and confidentiality obligations.
  • Information security requirements.
  • Appropriate system usage.
  • Incident reporting procedures.
  • Applicable laws, regulations, and organizational policies governing the use of parking and LPR information.

Authorized users may be required to complete periodic refresher training.


Monitoring and Accountability

Transportation Services utilizes technical and administrative controls to promote accountability and appropriate use of parking and LPR information.

Access to systems containing identifiable parking or LPR information requires individual user credentials where practical.

Transportation Services may maintain records regarding access to LPR information, including:

  • Date and time of access.
  • User account utilized.
  • Information accessed.
  • Purpose for access.
  • Associated operational activity when applicable.

Transportation Services may periodically review system access, user activity, and operational practices to help ensure compliance with this Privacy Standard.


Data Sharing and Disclosure

Stanford Medicine Transportation Services does not sell identifiable parking or LPR information.

Information may be disclosed when reasonably necessary for authorized business purposes, including:

  • Administration of parking and transportation programs.
  • Operation and support of Transportation Services systems.
  • Services provided by approved vendors working on behalf of Stanford Medicine.
  • Coordination with Stanford University Transportation Services where operationally necessary.
  • Compliance with legal obligations, court orders, subpoenas, investigations, or other lawful requests.
  • Protection of public safety, property, personnel, patients, visitors, or hospital operations.

Any recipient receiving identifiable information is expected to protect such information consistent with applicable contractual, legal, and organizational requirements.

Aggregated, anonymized, or de-identified information may be used and shared for research, planning, reporting, utilization analysis, program evaluation, and operational improvement purposes.


Data Accuracy and Correction

Transportation Services takes reasonable measures to maintain accurate parking and LPR information.

Reasonable measures may include:

  • Routine operational reviews.
  • Review of parking disputes and appeals.
  • Investigation of reported inaccuracies.
  • Correction of confirmed data errors when appropriate.

Individuals who believe that parking-related information has been recorded incorrectly may contact Transportation Services for review.


Data Retention and Destruction

Transportation Services retains parking and LPR information only for as long as reasonably necessary to support operational, legal, financial, safety, audit, records management, or business requirements.

Retention periods may vary based on:

  • Operational needs.
  • Active investigations.
  • Billing or invoice disputes.
  • Legal holds.
  • Litigation requirements.
  • Contractual obligations.
  • Applicable records retention schedules.

When information is no longer required, Transportation Services will take reasonable measures to securely delete, destroy, anonymize, or archive information in accordance with applicable policies and procedures.


Information Security

Stanford Medicine Transportation Services implements reasonable administrative, technical, operational, and physical safeguards to protect parking and LPR information from unauthorized access, use, disclosure, modification, destruction, or loss.

Safeguards may include:

  • Access controls.
  • User authentication.
  • Role-based permissions.
  • Audit logging.
  • Vendor security requirements.
  • Encryption where appropriate.
  • Secure storage practices.
  • Incident response procedures.

Transportation Services periodically evaluates security measures and may update practices as technologies and operational requirements evolve.


Changes to this Privacy Standard

This Privacy Standard may be revised periodically to reflect changes in operations, technology, legal requirements, or organizational practices.

Any updates become effective upon publication of a revised version of the Stanford Medicine Transportation Services Code or related Transportation Services materials.


Printed copies of this privacy statement are available at the Transportation Services Pop-Up at 500 Pasteur Drive.


Contact Information

Questions regarding this Privacy Standard may be directed to:

Stanford Medicine Transportation Services
TransportationServices@stanfordhealthcare.org
650.736.8000