Boca Raton, Clearview
| Tracking # |
2019-6606 |
| Submitted | Dec. 29, 2019 |
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Communications
From: Caroline Haskins
To Whom It May Concern:
Pursuant to the Florida Sunshine Law, I hereby request the following records:
I am hereby requesting the following records that relate to Clearview AI, a facial recognition software:
* Any contracts, purchase, orders, invoices, and receipts related to Clearview AI.
* All instructional materials, presentations and presentation materials (including recorded video and audio, PowerPoint files, prepared remarks, and slides formats), and other guidance on the use of Clearview AI. This includes A) any notes taken during meetings that discussed the use of Clearview AI, B) any explanations (whether internally or externally generated) of how Clearview AI, and C) any other document that has been used to help explain the use of Clearview AI to any party, including internal documentation, public relations materials, and executive summaries.
* A copy of any privacy impact assessments, use policies, standard operating procedures, data retention policies, legal opinions, warranties, non-disclosure agreements, contracts, liability waivers, insurance agreements, Requests for Proposals, Responses to Requests for Proposal, Memorandums of Understanding, Letters of Interest, usage policies, or informal agreements between the police department and Clearview.
* A copy of any funding opportunity announcements, grant applications and grantor status/progress reports, reports to legislative bodies, annual reports that mention Clearview AI as well as audit records, including but not limited to security audits of the software, misuse reports, and reports to oversight bodies.
* Any digital communications including but not limited to emails and text messages) as well as documents, (including but not limited to PDF, word processing, excel, and slide documents) that mention Clearview AI.
The requested documents will be made available to the general public in the process of reporting for BuzzFeed News, and this request is not being made for commercial purposes. Therefore, I hereby request that all fees are waived in the processing of this request.
The requested documents will be made available to the general public, and this request is not being made for commercial purposes.
In the event that there are fees, I would be grateful if you would inform me of the total charges in advance of fulfilling my request. I would prefer the request filled electronically, by e-mail attachment if available or CD-ROM if not.
Thank you in advance for your anticipated cooperation in this matter. I look forward to receiving your response to this request within 10 business days.
Sincerely,
Caroline Haskins
From:
Thank you for submitting a request for records.
Your request security key is 781118.
Your request reference number is Request Number: 2019-6606.
Please have this security key and reference number available when communicating with our staff regarding your request.
Note: This is an automated email notification. Please do not respond to this email.
From: Boca Raton Police Department
Good morning Ms. Haskins,
You have made the following request,
"I am hereby requesting the following records that relate to Clearview AI, a facial recognition software:
* Any contracts, purchase, orders, invoices, and receipts related to Clearview AI.
* All instructional materials, presentations and presentation materials (including recorded video and audio, PowerPoint files, prepared remarks, and slides formats), and other guidance on the use of Clearview AI. This includes A) any notes taken during meetings that discussed the use of Clearview AI, B) any explanations (whether internally or externally generated) of how Clearview AI, and C) any other document that has been used to help explain the use of Clearview AI to any party, including internal documentation, public relations materials, and executive summaries.
* A copy of any privacy impact assessments, use policies, standard operating procedures, data retention policies, legal opinions, warranties, non-disclosure agreements, contracts, liability waivers, insurance agreements, Requests for Proposals, Responses to Requests for Proposal, Memorandums of Understanding, Letters of Interest, usage policies, or informal agreements between the police department and Clearview.
* A copy of any funding opportunity announcements, grant applications and grantor status/progress reports, reports to legislative bodies, annual reports that mention Clearview AI as well as audit records, including but not limited to security audits of the software, misuse reports, and reports to oversight bodies.
In response to your request, the City of Boca Raton does not utilize "Clearview" facial recognition software, accordingly there are no responsive records for the above items.
With respect to, "* Any digital communications including but not limited to emails and text messages) as well as documents, (including but not limited to PDF, word processing, excel, and slide documents) that mention Clearview AI," the City of Boca Raton has searched its email server to/from all employees, between the dates of January 1, 2018 to December 31, 2019 using the search term "clearview" and 809 emails have been identified. The City Clerk's office estimates 5 hours of staff time at $33.25 per hour for a total of $166.25 to review these emails for exempt and confidential information, if any, and an invoice is attached. The remaining balance may be increased or decreased based on the actual time spent. Please advise if you will be remitting payment or would like to cancel your request.
* Payments made at City Hall may be made by cash, check or credit card.
* Payments received by mail must be by check or money order, made payable to the "City of Boca Raton" and include your records request number for reference (#2019-6606). Please mail payments to the address provided on the invoice and send to my attention at City Hall.
* To pay online with a credit card, click here https://bocaratonfl.justfoia.com/publicportal/home/track (your Security Key #781118/ Request #2019-6606 will be required). You will be redirected to a separate site to submit credit card information and will receive your receipt for payment via email.
Regards,
Phillip W. Daly * Records Manager
City of Boca Raton * City Clerk Division
201 W. Palmetto Park Rd * Boca Raton, Fl 33432
P 561-393-7746 * pdaly@myboca.us<mailto:pdaly@myboca.us>
Please note: Florida has a very broad public records law. Most written communications to or from local officials regarding city business are public records, and are available to the public and media upon request. Your e-mail communications may therefore be subject to public disclosure. The City of Boca Raton scanned this outbound message for viruses, vandals and malicious content and found this message to be free of such content.
From: Boca Raton Police Department
Good morning Ms. Haskins,
In response to our phone conversation of January 2, 2020, I advised the City of Boca Raton does not use "Clearview AI," and therefore no records were responsive for items 1-4 of your request. The email portion of your request (item 5) had returned 809 results and you requested to amend the parameters of the email search to "Clearview AI" instead of "Clearview." A new search was performed of the City's email server to/from all employees between the dates of 1/1/2018 to 1/2/2020 with the term "Clearview AI" and 181 responsive records have been identified.
You had also requested a waiver of all fees associated with this request and that was denied, as per Florida Statutes the City of Boca Raton is permitted to recover costs associated with extensive staff time, accordingly, the Police Services Department estimates 1 hour at $57.50 to review for exempt and confidential information, if any, and an invoice is attached. The remaining balance may be increased or decreased based on the actual time spent. Please advise if you will be remitting payment or would like to cancel your request.
* Payments made at City Hall may be made by cash, check or credit card.
* Payments received by mail must be by check or money order, made payable to the "City of Boca Raton" and include your records request number for reference (#2019-6606). Please mail payments to the address provided on the invoice and send to my attention at City Hall.
* To pay online with a credit card, click here https://bocaratonfl.justfoia.com/publicportal/home/track (your Security Key #781118/ Request #2019-6606 will be required). You will be redirected to a separate site to submit credit card information and will receive your receipt for payment via email.
Regards,
Phillip W. Daly * Records Manager
City of Boca Raton * City Clerk Division
201 W. Palmetto Park Rd * Boca Raton, Fl 33432
P 561-393-7746 * pdaly@myboca.us<mailto:pdaly@myboca.us>
From: Caroline Haskins
To Whom It May Concern:
Please find enclosed a check for $57.50 to satisfy the fee associated with the attached public records request.
Thank you.
Boca Raton Police Department
SL Office
100 NW Boca Raton Boulevard
Boca Raton, FL 33432
From: Clerk Of The Commission City Of Gainesville
Hello,
The request Request Number: 2019-6606 has been cancelled. (No payment received.)
Thank you,
JustFOIA
*Note: This is an automated email notification. Please do not respond to this email.
From: Boca Raton Police Department
Good morning Ms. Haskins,
In response to your request and as stated in a previous email on January 2, 2020, I advised the City of Boca Raton does not use "Clearview AI," and therefore no records were responsive for items 1-4 of your request. The email portion of your request (item 5) had returned 809 results and you requested to amend the parameters of the email search to "Clearview AI" instead of "Clearview." A new search was performed of the City's email server to/from all employees between the dates of 1/1/2018 to 1/2/2020 with the term "Clearview AI" and 181 responsive records have been identified, reviewed, redacted and are being provided.
Included in the below link are the following items:
1. Law Enforcement Undercover Redaction Statement
2. PDF of redacted emails
3. PST File (Outlook) of emails
4. Instructions how to open a .pst file
The responsive records are available through the attached link (your reference number, 2020-6606, and security key, # 781118, will be required). https://bocaratonfl.justfoia.com/publicportal
In the event you are seeking additional records, please advise.
As required by Fl. Stat. ยง 119.07, the City has responded to the public records request in good faith and has made reasonable efforts to timely identify all responsive records. We consider this request completed.
Regards,
Phillip W. Daly * Records Manager
City of Boca Raton * City Clerk Division
201 W. Palmetto Park Rd * Boca Raton, Fl 33432
P 561-393-7746 * pdaly@myboca.us<mailto:pdaly@myboca.us>
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