SHIREHAMPTON PUBLIC HALL CCTV POLICY

Introduction and Data Protection Impact Assessment:

This Policy controls the management, operation, use and confidentiality of the CCTV cameras located on the inside and outside of Shirehampton Public Hall, operated by Hall Trustees, charity number 1112459, which has been installed to improve security.

This policy reflects the code of practice and other guidance issued by the Information Commissioner.

This policy will be subject to periodic review by the Trustees to ensure that it continues to reflect the public interest and that it and the system meets all legislative requirements. The Trustees have ensured that this policy reflects the principles of the UK Data Protection Act 2018 & the UK General Data Protection Regulation:

  • data must be processed fairly, lawfully and in a transparent manner;
  • processed for limited purposes and not further processed in any manner incompatible with those purposes;
  • adequate, relevant and not excessive in relation to the purpose(s);
  • accurate;
  • not kept for longer than is necessary;
  • processed in accordance with individuals’ rights;
  • secure.

The CCTV system has been installed to deter unlawful activity following a number of incidents of anti-social behaviour and vandalism, which caused damage to the hall, including broken windows and climbing on the roof. It is also for the safety of hall users, safeguarding of children, vulnerable adults and lone workers and other policies already endorsed by the Board and Hall Manager. The recording unit is password protected and locked in a secure cabinet within a locked cupboard.

Statement of Purpose and Scope of Operation:

The purpose of the CCTV is to maintain the security of the premises, to deter, detect and prevent crime, vandalism and anti-social behaviour, to help provide a safe and secure environment for volunteers, staff, hirers, visitors and contractors. Cameras are installed and positioned so they can record activity around the outside and inside of the Hall. The system will not be used to invade the privacy of any individual. Recorded footage will only be viewed following reports of an incident, or damage to the building, benches or equipment in the vicinity of the building.

Responsibilities of the Trustees:

The Trustees take full responsibility for the management and operation of the system. Any major change that would have a significant impact on either the purpose, scope or policy of operation of the CCTV scheme will take place only after discussion and approval at a Trustee meeting including an analysis of any privacy impact of the proposed change. This change would then be incorporated into this policy. The building has a signs warning that CCTV is in operation and hirers of the Hall will be informed of the existence of the cameras in the standard conditions of hire.

Management of the System and Accountability:

Day-to-day operational responsibility rests with the CCTV Operator, which will be the Hall Manager, who holds the keys and password to access the recordings. If the Hall Manager is not available the -Chair is authorised to take the role of CCTV Operator. The operation of the system will be reviewed annually. The recording unit is password protected and secured on electronic cloud. The outcome of any investigations which require footage to be accessed or retained will be notified to the Trustees.

Control and Operation of CCTV:

The following points must be understood and strictly observed:

  • The system will be only be operated by those who are responsible for how the system is used and for maintaining the registration with the Information Commissioner’s Office, as required by The Data Protection (Charges and Information) Regulations 2018
  • Passwords and access codes for the camera are stored securely and never disclosed to anyone other than the Chair and the Manager.
  • No public access will be allowed to the camera images except for lawful, proper purposes with approval of the Chair
  • Following a report of an incident the Chair and/or Manager will review the footage with the playback facility to establish the time and camera number of the incident to be exported. If a possible criminal offence has occurred the Police will be contacted.