CCTV Policy

Introduction

15th St Helens (St Andrews) Scout Group uses closed circuit television (CCTV) images to provide a safe and secure environment for volunteers, members, and visitors to the Group’s premises and to protect the Group’s property. This policy sets out the use and management of the CCTV equipment and images in compliance with the Data Protection Act 1998 and the CCTV Code of Practice.

The Group’s CCTV facility records images only. There is currently no audio recording i.e., conversations are not recorded on CCTV (but see the section on covert recording).

Purpose

The purposes of the Group using CCTV systems include (but are not limited to):

• To assist in the prevention or detection of crime or equivalent malpractice.

• To assist in the identification and prosecution of offenders.

• To monitor the security of the Group’s premises.

• To assist with the identification of unauthorised actions or unsafe working practices that might result in disciplinary proceedings being instituted against volunteers and to assist in providing relevant evidence.

Camera Locations

Cameras are located at strategic points throughout the Group’s premises, principally at the entrance and exit points. The Group has positioned the cameras so that they only cover communal or public areas on the Charity’s premises, and they have been sited so that they provide clear images.

No camera focuses, or will focus, on toilets, shower facilities or changing rooms.

All cameras (except for any that may be temporarily set up for covert recording) are also clearly visible.

Appropriate signs are prominently displayed so that volunteers, members, and other visitors are aware they are entering an area covered by CCTV.

Recording and retention of images

Images produced by the CCTV equipment are intended to be as clear as possible so that they are effective for the purposes set out above. Maintenance checks of the equipment are undertaken on a regular basis to ensure it is working properly and that the media is producing high quality images.

Images may be recorded either in constant real-time (24 hours a day throughout the year), or only at certain times, as the needs of the Group dictate.

As the recording system records digital images, any CCTV images that are held on the hard drive of a PC or server are deleted and overwritten on a recycling basis and, in any event, are not held for more than two months. Once a hard drive has reached the end of its use, it will be erased prior to disposal.

Images that are shared with Law enforcement will be retained in line with that organisations retention policy.

Access to and disclosure of Images

Access to, and disclosure of, images recorded on CCTV is restricted. This ensures that the rights of individuals are retained. Images can only be disclosed in accordance with the purposes for which they were originally collected.

The images that are filmed are recorded centrally and held in a secure location. Access to recorded images is restricted to the Group Chair, GSL, Section Leaders & any one else authorised by the Group Chair or GSL to view them in accordance with the purposes of the system.

Viewing of recorded images will take place in a restricted area to which other members will not have access when viewing is occurring. If media on which images are recorded are removed for viewing purposes, this will be documented.

Disclosure of images to other third parties will only be made in accordance with the purposes for which the system is used and will be limited to:

• The police and other law enforcement agencies, where the images recorded could assist in the prevention or detection of a crime or the identification and prosecution of an offender or the identification of a victim or witness.

• Prosecution agencies, such as the Crown Prosecution Service.

• Relevant legal representatives.

• Line managers involved with disciplinary and performance management processes.

• Individuals whose images have been recorded and retained (unless disclosure would prejudice the prevention or detection of crime or the apprehension or prosecution of offenders).

The Group Scout Leader or Group Executive Committee Chair are the only persons who are permitted to authorise disclosure of images to external third parties such as law enforcement agencies.

All requests for disclosure and access to images will be documented, including the date of the disclosure, to whom the images have been provided and the reasons why they are required. If disclosure is denied, the reason will be recorded.

Individuals’ access rights

Under the Data Protection Act 2018/GDPR, individuals have the right on request to receive a copy of the personal data that the Group holds about them, including CCTV images if they are recognisable from the image.

If you wish to access any CCTV images relating to you, you must make a written request to the Group Executive Committee. Your request must include the date and approximate time when the images were recorded and the location of the particular CCTV camera, so that the images can be easily located, and your identity can be established as the person in the images.

The Group will respond promptly and in any case within 28 calendar days of receiving the request. The Group will always check the identity of the person making the request before processing it.

The Group Executive Committee will first determine whether disclosure of your images will reveal third party information as you have no right to access CCTV images relating to other people. In this case, the images of third parties may need to be obscured if it would otherwise involve an unfair intrusion into their privacy.

If the Group is unable to comply with your request because access could prejudice the prevention or detection of crime or the apprehension or prosecution of offenders, you will be advised accordingly.

Implementation

The Group Executive Committee is responsible for the implementation of and compliance with this policy and the operation of the CCTV system and they will conduct a regular review of the Group’s use of CCTV. Any complaints or enquiries about the operation of the Group’s CCTV system should be addressed to them.

ICO Registration

The group has registered with the Information Commissioners Office, our registration number is: ZA765866

Who To Contact

If you have any queries relating to this Privacy Notice or our use of your personal data, please contact Carl Latham, Group Scout Leader (GSL@standrewsscouts.org.uk).

Version Control

VersionAuthorDateChanges
1.0Liam Cawsey-Gilbert23-03-2023First Draft
1.1Liam Cawsey-Gilbert30-05-2023Minor wording changes & Group Exec Approval