Policies & Procedures

As adopted at meeting of Sudbrooke Parish Council on  9.9.2021

To be reviewed annually

Introduction

The purpose of this Policy is to regulate the management, operation and use of the closed circuit television (CCTV) system at Sudbrooke Village Hall. The system comprises a number of fixed cameras located within and around the premises. All cameras are controlled automatically and can be viewed on site at the Village Hall where the system can only be accessed by nominated staff/members from Sudbrooke Parish Council and the Sudbrooke Village Hall Committee. 

Management of the System

Normal operational responsibility of the scheme will be by a delegated Councillor, nominated Village Hall Committee members. In the absence of a nominated Councillor/Village Hall Committee members responsibility will coordinated through the SPC Chairman, SVHMC Chairman or the SPC Clerk.

The nominated service engineers, currently, Freedom Fire and Security Maintenance Ltd, Great Northern Terrace, Lincoln LN5 8HU can access the system for any annual maintenance or essential repairs with the permission of the Clerk, or nominated Councillor/SVHMC members. Any visits must be escorted by the SVHMC representatives/Councillor representative.

The CCTV system is located in a secured cupboard off the kitchen in the Village Hall.  Access to the CCTV images would be limited to the following positions;

• Councillor with Defined Responsibilities for CCTV on Sudbrooke Parish Council 
• Members of the Sudbrooke Village Hall Committee designated to access the system
• Clerk to the Parish Council

Following a request to access information from the CCTV system, two of the designated people above must be present when the system is being reviewed and the CCTV Image Access Request and Review Form, shown in Annex A, must be completed on every occasion that the system is accessed for review. Access is occasionally required to this cupboard for general plumbing or electrical maintenance.  Any access to the cupboard for these purposes needs to be acknowledged.

Any breaches of this policy will be investigated by the Clerk and reported to the Sudbrooke Parish Council and Sudbrooke Village Hall Committee.

A CCTV system prevents crime largely by increasing the risk of detection and prosecution of an offender.  Any relevant digital evidence must be in acceptable format for use at court hearings.  This policy must be read and understood by all persons involved in this scheme and individual copies of the policy will therefore be issued for retention.  A copy will also be available for reference in the CCTV system cabinets and on the Parish Council website.

Control and Operation of the Camera, Monitor and System

The following points must be strictly observed by operators:

1.   Authorised operators must act with due probity and not abuse the equipment or change the pre-set criteria to compromise the privacy of an individual.

2.   The location of CCTV cameras is based upon a variety of information including security, health and safety and safeguarding. 

3.   No access will be allowed to the monitor except for lawful, proper and with sufficient reason, except with approval of the nominated Councillor/SVHMC member. The Police are permitted access to recording media if they have reason to believe that such access is necessary to investigate, detect or prevent crime.  The Police are able to visit the secure recording area to review and confirm the Parish Council/SVHMC’s operation of CCTV arrangements.  Any visit by the Police to view images will be logged by the Council/SVHMC and recorded on the form in Annex A. These forms will be kept in the secure cupboard near the CCTV system for reference. Access will be arranged through nominated Councillors/SVHMC members

4.   Digital records should be securely stored to comply with data protection and should be handled by the essentially minimum number of persons.  

5.   Images will not be supplied to the media, except on the advice of the Police if it is deemed to be in the public need.  The Clerk or nominated Councillor/SVHMC member will inform the Council/SVHMC as soon as possible in the event of any such emergency.

6.   Any records may be required as evidence at Court, such person handling a digital record may be required to make a statement to a Police officer and sign an exhibit label.  Any extracted data that is handed to a Police officer should be signed for by the officer and information logged to identify the recording and showing the officer’s name and Police station.  The log should also show when such information is returned to the Parish Council by the Police and/or the outcome of its use.

7.   Any event that requires checking of recorded data should be clearly detailed in the log book of incidents, including crime numbers, if appropriate and the Parish Council/SVHMC notified at the next available opportunity.

8.   Any damage to equipment or malfunction discovered by the nominated users should be reported immediately to the Parish Council/SVHMC, the appropriate repairs actioned and the call logged showing the outcome.  When a repair has been made this should also be logged showing the date and time of completion.

Accountability

This Policy is based on the guiding principles of the Surveillance Camera Code of Practice 2017.  A copy of the guiding principles are detailed at Annex B.

Copies of the CCTV Policy are available in accordance with the Freedom of Information Act 2000 and the Council’s/SVHMC’s Data Publication Policy, as will any reports that are submitted to the Parish Council/SVHMC providing it does not breach security needs, and will be responded to within 20 working days from receipt of the request.

The Police will be informed of the installation and provided with a copy of this CCTV Policy on request.  Any written concerns or complaints regarding the use of the system will be considered by the Parish Council/SVHMC, in line with the existing complaints policies. 
 
 

ANNEX A

Sudbrooke Parish Council

Village Hall CCTV Images Access Request & Review Form

ANNEX B

SURVEILLANCE CAMERA CODE OF PRACTICE 2017

Guiding Principles

These are the guiding principles of the Surveillance Camera Code of Practice 2017.  System operators should adopt the following 12 guiding principles:

1.   Use of a surveillance camera system must always be for a specified purpose which is in pursuit of a legitimate aim and necessary to meet an identified pressing need.

2.   The use of a surveillance camera system must take into account its effect on individuals and their privacy, with regular reviews to ensure its use remains justified.

3.   There must be as much transparency in the use of a surveillance camera system as possible, including a published contact point for access to information and complaints.

4.   There must be clear responsibility and accountability for all surveillance camera system activities including images and information collected, held and used.

5.   Clear rules, policies and procedures must be in place before a surveillance camera system is used, and these must be communicated to all who need to comply with them.

6.   No more images and information should be stored than that which is strictly required for the stated purpose of a surveillance camera system, and such images and information should be deleted once their purposes have been discharged.

7.   Access to retained images and information should be restricted and there must be clearly defined rules on who can gain access and for what purpose such access is granted; the disclosure of images and information should only take place when it is necessary for such a purpose or for law enforcement purposes.

8.   Surveillance camera system operators should consider any approved operational, technical and competency standards relevant to a system and its purpose and work to meet and maintain those standards.

9.   Surveillance camera system images and information should be subject to appropriate security measures to safeguard against unauthorised access and use.

10.   There should be effective review and audit mechanisms to ensure legal requirements, policies and standards are complied with in practice, and regular reports should be published.

11.   When the use of a surveillance camera system is in pursuit of a legitimate aim, and there is a pressing need for its use, it should then be used in the most effective way to support public safety and law enforcement with the aim of processing images and information of evidential value.

12.   Any information used to support a surveillance camera system which compares against a reference database for matching purposes should be accurate and kept up to date.