CCTV Policy - North Dean Memorial Hall
Swann DVRs Closed Circuit Television (CCTV) is installed at North Dean Memorial Hall (NDMH). This document details the policy and procedures used to control the management, operation, use and confidentiality of the CCTV system.
Purpose
The purposes of the CCTV system are:
to maintain the security of the premises
to deter and prevent crime and anti-social behaviour
to provide a safe and secure environment for visitors and hirers
to assist Law Enforcement Agencies to carry out their lawful duties
Lawful basis for processing
The CCTV system is used in accordance with NDMH’s Data Protection Policy, in order to carry out its day-to-day operations, to meet its objectives and to comply with legal obligations. In particular, the system is used for the prevention and detection of crime, safeguarding volunteers and visitors, and ensuring compliance with health and safety and other relevant policies and procedures.
Scope
Cameras are sited:
outside at the front of the hall overlooking the main entrance doors and car park
outside on at either side of the main entrance doors
outside at the rear of the overlooking the main entrance doors and car park
inside the hall overlooking the main hall
inside the hall overlooking the main entrance lobby
Images are recorded digitally when motion is detected and are stored automatically for between 4 to 12 weeks depending on the frequency of use of the hall. The cameras are equipped with microphones to capture audio to identify key details. No images are recorded when no motion is detected.
Use of remote access is restricted to NDMH Committee members with specific authorisation; currently this is limited to the Committee Chairperson.
Management
The Committee of NDMH has responsibility for the control of images and decisions on how the CCTV system is used. Day-to-day operational responsibility rests with the Committee Chairperson and any committee member(s) nominated by the Committee.
Maintenance
The CCTV system is serviced annually and maintained as necessary by an appropriate security system contractor.
North Dean Memorial Hall is a registered charitable trust, registration number 1069901
Image storage and disclosure
The CCTV cameras have a built-in feature to automatically overwrite the oldest footage when the hard drive is full, preventing it from running out of storage.
Recorded images will be stored in a way that ensures the security and integrity of the image and allows specific times and dates to be identified. Footage will be viewed only in the event of incidents or malicious damage to the property.
Normally, images will not be retained for longer than 12 weeks. On occasion images may need to be retained longer where, for example, an incident has been identified and an access request has been made, or time is required to enable the police to collect relevant images, or the police are investigating a crime and ask for images to be preserved to afford them the opportunity to view the information as part of an active crime investigation. Such images will be stored securely on a cloud-based storage system.
Disclosure of information will be controlled and consistent with the purpose(s) for which the system is established. Once information is disclosed to the police or any other law enforcement body, they will become Data Controller for the copy they hold.
Subject Access requests
Requests for access should be made by email or in writing to NDMH Committee Chairperson, providing sufficient detail for the images on the system to be readily accessed, including date, time and location.
All requests for access are recorded. If disclosure is denied, the reason is documented, and the individual will be informed within at least one month of the reason and their right to complain to a statutory authority.
A fee may be charged for an access request, depending on circumstances. Reviewed and approved by the NDMH Trustees May 2025
North Dean Memorial Hall is a registered charitable trust, registration number 1069901