CCTV Policy

1 Introduction

 1.1 Iceni Partnership uses closed circuit television (CCTV) and the images produced to prevent or detect crime and to monitor the community centre in order to provide a safe and secure environment for staff and visitors, and to prevent loss or damage to property.

1.2 The system comprises 6 fixed cameras in the communal areas of the building.

1.3 The system does not have sound recording capability.

1.4 The CCTV system is owned and operated by Iceni Partnership.

1.5 The CCTV is monitored centrally from the Iceni Partnership office. Access to the images is controlled by the CCTV controller, or in his absence, the line manager and is password protected.

1.6 The introduction of, or changes to, CCTV monitoring will be subject to consultation with staff and directors.

1.7 All authorised operators and employees with access to images are aware of the procedures that need to be followed when accessing the recorded images. Through this policy, all operators are made aware of their responsibilities in following the CCTV Code of Practice. The Iceni Partnership’s CCTV controller, Jonathan Reed will ensure that all employees are aware of the restrictions in relation to access to, and disclosure of, recorded images by publication of this policy.

 

2 Statement of Intent

2.1 CCTV warning signs are clearly and prominently placed at the main external entrances to the community centre.

2.2 The original planning, design and installation of CCTV equipment endeavoured to ensure that the scheme will deliver maximum effectiveness and efficiency but it is not possible to guarantee that the system will cover or detect every single incident taking place in the areas of coverage.

3 Siting the Cameras 

3.1 Cameras are sited so that they only capture images relevant to the purposes for which they are installed (described above) and care will be taken to ensure that reasonable privacy expectations are not violated. Iceni Partnership will ensure that the location of equipment is carefully considered to ensure that images captured comply with the Data Protection Act/GDPR.

3.2 Iceni Partnership will make every effort to position cameras so that their coverage is restricted to the community centre premises, which includes indoor areas only.

3.3 CCTV will be used only in communal areas that are not being easily monitored at all times.

3.4 Members of staff will have access to details of where CCTV cameras are situated, with the exception of cameras placed for the purpose of covert monitoring.

4 Covert Monitoring

4.1 It is not Iceni Partnership’s policy to conduct ‘Covert Monitoring’ unless there are ‘exceptional reasons’ for doing so.

4.2 Iceni Partnership may, in exceptional circumstances, determine a sound reason to set up covert monitoring. For example: i) Where there is good cause to suspect that an illegal or unauthorised action(s), is taking place, or where there are grounds to suspect serious misconduct; ii) Where notifying the individuals about the monitoring would seriously prejudice the reason for making the recording.

4.3 In these circumstances authorisation must be obtained from a management and the board of directors.  Iceni Partnership’s CCTV controller would be advised before any commencement of such covert monitoring.

4.4 Covert monitoring must cease following completion of an investigation.

4.5 Cameras sited for the purpose of covert monitoring will not be used in areas which are reasonably expected to be private, for example toilet cubicles, changing areas etc.

5 Storage and Retention of CCTV images

5.1 Recorded data will not be retained for longer than is necessary. While retained, the integrity of the recordings will be maintained to ensure their evidential value and to protect the rights of the people whose images have been recorded.

5.2 All retained data will be stored securely at all times and permanently deleted as appropriate / required.

6 Access to CCTV images

6.1 Access to recorded images will be restricted to those staff authorised to view them, and will not be made more widely available.

7 Subject Access Requests (SAR)

7.1 Individuals have the right to request access to CCTV footage relating to themselves under the Data Protection Act/GDPR.

7.2 All requests should be made in writing to the manager. Individuals submitting requests for access will be asked to provide sufficient information to enable the footage relating to them to be identified. For example, date, time and location.

7.3 Iceni Partnership will respond to requests within 40 calendar days of receiving the written request and any fee. This is as per the ICO CCTV Code of Practice.

7.4 A fee of £10 may be charged at management’s discretion. This is as per the ICO CCTV Code of Practice.

7.5 Iceni Partnership reserves the right to refuse access to CCTV footage where this would prejudice the legal rights of other individuals or jeopardise an on-going investigation.

8 Access to and Disclosure of Images to Third Parties

8.1 There will be no disclosure of recorded data to third parties other than to authorised personnel such as the Police where these would reasonably need access to the data (e.g. investigators).

8.2 Requests for images / data should be made in writing to the manager.

9 Complaints

9.1 Complaints and enquiries about the operation of CCTV within the community centre should be directed to the manager in the first instance. Further Information Further information on CCTV and its use is available from the following: • CCTV Code of Practice Revised Edition 2017 (published by the Information Commissioners Office) Version 1.2 • www.ico.org.uk • Regulation of Investigatory Powers Act (RIPA) 2000 • Data Protection Act 1998