Introduction.
4th Ashby Scout Group uses closed circuit television (CCTV) images to provide a safe and secure environment for volunteers, members and authorised visitors to the Group’s premises, such as members, volunteers, clients, customers, contractors, suppliers, and to protect 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.
Purposes of the CCTV System
The CCTV System has been installed by the 4th Ashby Scout Group to achieve the following purposes:- To ensure a safe environment for the Scout Groups using the site and deter personal violence.
- To assist in the prevention and/or detection of crime, vandalism.
- To assist in the identification and prosecution of offenders.
- To monitor the security of the Organisation’s premises.
Location of Cameras
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 Groups’ 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.Any Cameras that have sight of third party properties will have masking configured so as not to intrude into those properties.
All cameras (with the exception of any that may be temporarily set up for covert recording) are clearly visible.
Covert Recording
From time to time it may be necessary to install temporary Covert Recording Devices to pursue any further investigation of events and/or criminal behaviour. Where this is required, it shall be;- Sanctioned by the GTB or Ashby & Coalville District Scouts or Leicestershire Scouts
- deployed for the minimal amount of time to achieve the objective.
- Removed and all media destroyed on completion of the deployment
Signage
Appropriate signs are prominently displayed so that volunteers, members and other visitors are aware they are entering an area covered by CCTV.Recording & 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 6 months. Once a hard drive has reached the end of its use, it will be fully erased prior to disposal utilising DBAN or equivalent package.
Images that are shared with Law enforcement will be retained in line with that organisations retention policy.
Audio
The use of audio is only used to assist with the identification and prosecution of offenders. Although audio may be captured this is considered collateral intrusion. The CCTV is not routinely re-played unless there has been a request for access. The audio is part of the image recording and is therefore managed and overwritten as part of the video image files.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 operators of the CCTV system and to those line managers who are authorised 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.
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)
If media on which images are recorded/transferred are removed for viewing purposes by authorised third parties, this will be documented.
All requests for disclosure and access to images will be documented, including the date of the request, 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 security@4thashby.org.uk or by post to the Donisthorpe Scout Centre 3 Church Street, Donisthorpe, DE12 7PX. This application will then be passed to the Group Trustee Board for consideration in line with this Policy.
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 29 calendar days of receiving the request.
The Group will always check the identity of the person making the request before processing it.
The Group Trustee Board 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.