By the SightShield team · · 3 min read
Many contracts, one committee
A typical Bangalore apartment association manages several security-related contracts: a guard agency, a CCTV maintenance contract, intercom and visitor management, boom barriers and gate automation, fire alarm and fire-fighting maintenance, and often lifts and DG sets alongside. Committees change every year or two, and knowledge leaves with them. Well-written contracts, with clear scope and records, protect residents regardless of who is on the committee.
What each contract should cover
| Contract | Must include |
|---|---|
| Security guard agency | PSARA licence, number of posts and shifts, relievers, training, police verification, supervisor visits, penalties for absent posts |
| CCTV AMC | Preventive visits, response time, camera uptime target, disk health checks, retention verification, reports |
| Intercom and visitor app | Uptime, support hours, data handling, resident onboarding |
| Gate and boom barrier AMC | Safety sensor tests, response time, spare parts, manual release training |
| Fire alarm AMC | Testing schedule as per code, battery checks, reports for NOC renewals |
Service levels that matter
- Response time for faults — for example same day for gate and main entrance cameras.
- Resolution time and temporary replacement for failed equipment.
- Uptime targets, such as a percentage of cameras recording at all times.
- Preventive maintenance frequency with a checklist per visit.
- Monthly or quarterly reports with photos and test results.
- Penalties or credits when service levels are missed.
Own your system
- The association, not the vendor, should hold admin passwords for NVRs, intercom servers and gate controllers.
- Keep an asset register with model and serial numbers, locations and warranty dates.
- Keep network diagrams and camera lists.
- Make sure the contract requires handover of all credentials and documents at termination.
Avoiding lock-in
Vendors sometimes install proprietary systems or keep passwords so that only they can service them. Insist on standard, documented equipment, the association’s ownership of credentials, and a transition clause. For new installations, request open standards such as ONVIF for cameras where practical.
Footage and data
CCTV footage and visitor logs contain residents’ and visitors’ personal data. The association should define who can view and export footage, how requests from residents and police are handled, and how long records are kept. Under the Karnataka Public Safety Act, covered premises must keep 30 days of recordings; many associations keep 30 to 60 days.
The DPDP Act and CCTV →Tendering and comparing quotes
- Write a common scope so every vendor quotes for the same work.
- Ask for references from similar-sized apartments nearby.
- Compare comprehensive vs non-comprehensive options with real parts costs.
- Check GST registration, licences and insurance.
- Prefer one-year contracts with renewal on performance.
An example
A 300-flat community in Sarjapur Road found that its CCTV vendor held all NVR passwords and visited only when called. The new committee re-tendered with a written scope: quarterly preventive visits, same-day response for gate cameras, monthly uptime reports and full handover of credentials. Camera uptime rose from roughly two-thirds to nearly all cameras recording, and the association now holds every password in its own records.
We support associations
We provide CCTV, intercom, gate and fire alarm AMCs with written scopes, monthly reports and full credential handover to the association.
Security for apartments →Quick answers
Who should hold the CCTV admin password in an apartment?+
The association, with documented handover to each new committee.
What should a CCTV AMC for apartments include?+
Preventive visits, response times, uptime targets, disk and retention checks, and regular reports.
Does a security agency need a licence?+
Yes. Private security agencies need a licence under the Private Security Agencies (Regulation) Act.
How long should apartments keep CCTV footage?+
At least 30 days where the Karnataka Public Safety Act applies; many keep 30 to 60 days.
Should guards and CCTV be with the same vendor?+
Not necessarily. Separate specialists are common; what matters is that each contract has clear scope and the association owns its systems.
How do we avoid vendor lock-in?+
Own all credentials, keep an asset register, use standard equipment and include a transition clause.