BLACKWATER SC - CCTV POLICY
 
Introduction
The purpose of this Policy is to regulate the management, operation and use of the closed
circuit television (CCTV) system at Blackwater SC. The system comprises of a number of
fixed cameras located on the mast in the car park and on/in the club building. All cameras are
linked to the Office networks and the system can only be accessed by the nominated Security
Officer. The Club owns the CCTV system. The Policy will be subject to review by the
Management Committee. This Policy follows the Data Protection Act guidelines.
 
Objectives of the CCTV Policy
The objectives of the Club’s use of CCTV are:
a) To help protect the club buildings, equipment and members’ property stored at the club
b) To support the Police in a bid to deter and detect crime
c) To assist in identifying, apprehending and potentially prosecuting offenders
 
Statement of intent
The CCTV Scheme has been registered with the Information Commissioner under the terms
of the Data Protection Act 1998 and will seek to comply with the requirements both of the
Data Protection Act and the Commissioner's Code of Practice. The Club will treat the system
and all information, documents and recordings obtained and used as data protected by the
Act. Cameras will be used to monitor activities within the Club grounds in the vicinity of the
access gates to identify adverse activity actually occurring, anticipated or perceived.
Static cameras are positioned to ensure they do not focus on private homes, gardens and other
areas of private property. At no time will a camera be directed to follow or track an individual
as all the currently deployed cameras are fixed. Materials or knowledge secured as a result of
CCTV use will not be used for any commercial purpose. Images will only be released for use
in the investigation of a specific crime and with the written authority of the police. Images
will never be released to the media for purposes of entertainment.
 
The planning and design has endeavoured to ensure that the CCTV Scheme will give
maximum effectiveness and efficiency within available means, but it is not possible to
guarantee that the system will cover or detect every single incident taking place in the areas
of coverage. Warning signs, as required by the Code of Practice of the Information
Commissioner, have been placed at all access routes to areas covered by the Club’s CCTV
system.
 
Operation of the system
The CCTV system will be administered and managed by the Club in accordance with the
values and objectives expressed in the code. The day to day management will be the
delegated responsibility of the Security Officer. The CCTV system will operate 24 hours each
day, every day of the year, recording all activity.
 
Control and Liaison
The system provider will periodically check and confirm the efficiency of the system and, in
particular, that the equipment is properly recording and that cameras are functional. The Club
will liaise with the supplier regarding servicing and/or repairs and maintenance of the system.
 
Monitoring procedures
Camera surveillance may be maintained at all times and footage continuously recorded
and up to 30 days of footage is held on the system memory. To maintain and preserve the
integrity of any DVD or other storage medium (“DVD”) used to store data from the hard
drive and the facility to use them in any future proceedings, the following procedures for their
use and retention will be strictly adhered to:
(a) Each DVD must be identified by a unique reference number.
(b) Before using, each DVD must be cleared of any previous recording.
(c) The person responsible for recording will register the date and time of the recording,
including the DVD reference number.
(d) Each DVD required for evidential purposes must be sealed, witnessed, signed by the
Security Officer dated and stored in the safe. Images may be viewed by the Police for the
prevention and detection of crime. A record will be maintained of any DVD released to the
Police or other authorised applicants. A register will be maintained for this purpose.
Viewing of footage by the Police or any external individual must be recorded in writing and
entered in the register. Requests by the Police can only be authorised under section 29 of the
Data Protection Act 1998. Should images be required as evidence, a copy may be released to
the Police under the procedures described in this paragraph of this Code.
Images will only be released to the Police on the clear understanding that the DVD remains
the property of the Club, and both it and images on it are to be treated in accordance with this
code. The Club also retains the right to refuse permission for the Police to pass to any other
person the DVD or any part of the images contained thereon.
The Police may require the Club to retain any stored DVD/Images for possible use as
evidence in the future. Such DVD/Images will be properly indexed and securely stored until
the Police need them.
Applications received from outside bodies (e.g. solicitors) to view or release footage stored
on DVD’s will be referred to the Hon. Secretary. In these circumstances DVD/Images will
normally be released where satisfactory documentary evidence is produced showing that they
are required for legal proceedings, or in response to a Court Order. A fee may be charged in
such circumstances.
 
Breaches of the code (including breaches of security)
The Hon. Secretary will initially investigate any breach of the Code of Practice by the
Security Officer or any other Club member.
 
Complaints
Any complaints about the Club's CCTV system should be addressed to the Hon. Secretary.
Complaints will be dealt with in accordance with the ICO Code of Practice.
 
Access by the Data Subject
 
The Data Protection Act provides Data Subjects (individuals to whom "personal data" relate)
with a right to data held about them, including those obtained by CCTV. Requests for Data
Subject Access should be made through the Hon. Secretary. The Club reserves the right to
make a charge of up to £10 (currently the statutory amount as permitted by Parliament).
 
Public information
 
Copies of this policy will be available to the public from the Club website or from the Club
Office.
 
Issued by: Commodore Date: November 2015/CDN/v1.3
 
 

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