CCTV policy

Pilning Village Hall - CCTV Policy
Charity Number: 301605

The Committee uses closed circuit television (CCTV) images to provide a safe and secure environment for visitors to the Village Hall premises, including Committee members, hirers and their guests, contractors and suppliers, as well as to protect the Committee’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 Committee’s CCTV facility records images only.  There is no audio recording.

The purposes of the installation and use of CCTV systems include:
•     To assist in the prevention or detection of crime or equivalent malpractice.
•     To assist in the identification and prosecution of offenders.
•     To assist with the identification of unauthorised actions and to assist in providing relevant evidence.

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

•    All cameras are clearly visible and located at strategic points around the exterior of the premises.
•    Cameras are positioned so that they only cover communal or public areas around the premises and they have been sited so that they    provide clear images.
•    No camera focuses, or will focus, inside the building.
•    Appropriate signs are prominently displayed so that all visitors are aware they are entering an area covered by CCTV.



•     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 are recorded in constant real-time (24 hours a day throughout the year).
•     The recording system records digital images; all CCTV images held on the hard drive are deleted and overwritten on a recycling basis.  Once a hard drive has reached the end of its use, it will be erased prior to disposal.
•     Images will not be stored on, or transferred to, removable media such as CDs or flash drives unless required as evidence by the Police or other law enforcement agencies.

•     Access to, and disclosure of, images recorded on the CCTV equipment is restricted to the Officers of the  Committee  (ie  Chairman,  Secretary  and  Treasurer)  and  the  Police  or  other  law  enforcement agencies,  to  ensure  that  the  rights  of  individuals  are  retained.   
Images  will  only  be  disclosed  in accordance with the purposes for which they were originally collected.

•     The images filmed are recorded centrally and held in a secure location.  Viewing of recorded images will take place in a restricted area to which persons other than Officers of the Committee and the Police 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.
•     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 Chairman of the Committee (or another Officer of the Committee acting in his or her absence) is
the only person who is 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.

•     Under the Data Protection Act 1998, individuals have the right on request to receive a copy of the personal data that the Committee holds about them, including CCTV images if they are recognisable from the image.
•     If anyone wishes to access any CCTV images relating to themselves, they must make a written request to the Committee’s Data Protection Officer and the Committee reserves the right to charge a fee of £10.00 for the supply of the images requested.  The 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 identity can be established as the person in the images.    The Committee will respond promptly and in any case within 40 calendar days of receiving the request.
•     The Committee will always check the identity of the person making the request before processing it.
•     The Data Protection Officer will first determine whether disclosure of requested images will reveal third party information, as no-one has a right to access CCTV images relating to other people.  In such a case, the image of any third parties may need to be obscured if it would
otherwise involve an unfair intrusion into their privacy.
•     If the Committee is unable to comply with an individual’s request because access could prejudice the prevention or detection of crime or the apprehension or prosecution of offenders, the individual will be advised accordingly.

•     The Committee does not undertake covert recording.


TV images or recordings are trained  in  the  operation  and  administration  of  the  CCTV  system and  on  the  impact  of  the  Data Protection Act 1998 with regard to that system.

•     The Committee’s Data Protection Officer is responsible for the implementation of, and compliance with, this policy and the operation of the CCTV system and he/she will initiate a regular review of the Committee’s use of CCTV.  Any complaints or enquiries about the operation of
the Committee’s CCTV system should be addressed to him/her.

This Policy was formally adopted by the Members of The Committee at a Meeting held on:
30th July 2018