CCTV Policy – Hurst Green Parish Council
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CCTV Policy

Adopted on the 26th February 2024

1. Introduction

This policy is to control the management, operation, use and confidentiality of any CCTV system owned by the Parish Council located within the Parish of Hurst Green, East Sussex. This policy does not cover any CCTV system owned and managed by another authority.

The policy was prepared after taking due account of the Code of Practice published by the Data Protection Commissioner (revised 2015) and the Data Protection Act 2018. This policy will be subject to periodic review by the Parish Council to ensure that it continues to reflect the public interest and that it and the system meets all legislative requirements.

The use of CCTV falls within the scope of the Data Protection Act 1998, the Human Rights Act 1998, the Regulation of Investigatory Powers Act 2000, CCTV Code of Practice and other relevant legislation.
In order to comply with the requirements of the law, data must be:

1. fairly and lawfully processed;
2. processed for limited purposes and not in any manner incompatible with those purposes;
3. adequate, relevant and not excessive;
4. accurate;
5. not kept for longer than is necessary;
6. processed in accordance with individuals’ rights;
7. secure;
8. not transferred to a country or territory outside the European Economic Area unless an adequate level of protection for the rights and freedoms of data subjects is ensured

2. Statement of Purpose

To provide a safe and secure environment for the benefit of those who might visit, work or live in the Parish. The system will not be used to invade the privacy of any individual, except when carried out in accordance with the law. The scheme will be used for the following purposes:

  • To reduce the fear of crime by persons using recreational facilities;
  • To reduce the vandalism of property and to prevent, deter and detect crime and disorder;
  • To assist the police, the Parish Council and other Law Enforcement Agencies with identification, detection, apprehension and prosecution of offenders by examining and using retrievable evidence relating to crime, public order or contravention of bye-laws;
  • To deter potential offenders by publicly displaying the existence of CCTV, having cameras clearly sited that are not hidden and signs on display in areas being monitored;
  • To assist all “emergency services” to carry out their lawful duties
  • To protect staff when entering and leaving the office
  • external and internal signage will be displayed advising of the presence of CCTV and indicating the Data Controllers name means of contact

3. Changes to the Purpose or Policy

The CCTV Policy may be discussed at meetings of any Committee. However, any major change that would have a significant impact on either the purpose or this policy of operation of the CCTV scheme will take place only after discussion and resolution at a full Parish Council meeting.

4. Responsibilities of the Owner of the Scheme

Hurst Green Parish Council retains overall responsibility for the scheme.

5. Management of the System

Day to day operational responsibility rests with the Clerk to the Council. No cameras is linked to Police headquarters at Lewes, if these were to be installed they would be governed by Sussex Police.

The following points must be understood and strictly observed:

  • No public access will be allowed to the monitors except for lawful, proper and sufficient reason, with prior approval of the Clerk to the Council. The Police are permitted access to recordings and prints if they have reason to believe that such access is necessary to investigate, detect or prevent crime. The Police are able to visit the sites where CCTV cameras are located. Any request by the Police to view images will be logged by the clerk and reported at the next meeting of the Parish Council.
  • Clerk should regularly check the accuracy of the date/time displayed.

6. Storage and Retention of Images

Digital records should be securely stored to comply with data protection and should only be handled by the essentially minimum number of persons. Digital images will be erased after a period of 30 days.

Images will not normally be supplied to the media, except on the advice of the police if it is deemed to be in the public interest. The Clerk to the Council would inform the Chairman of the Parish Council of any such emergency.

As records may be required as evidence at Court, each person handling a digital record may be required to make a statement to a police officer and sign an exhibit label. Any images that are handed to a police officer should be signed for by the police 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 the outcome of its use.
The Clerk will assess applications from third parties for data and will decide whether the requested access will be permitted. Disclosure of recorded images to third parties will only be made in limited and prescribed circumstances. Disclosure to third parties will be limited to the following:

  • Law enforcement agencies where the images recorded would assist in a specific criminal enquiry;
  • Prosecution agencies;
  • Relevant legal representatives; and
  • The press/media
  • All persons requesting image(s) must complete the form at Appendix 1 and return it to the Clerk of the Council.

If access is denied the reason should be logged and reported at the next council meeting, If access is granted this must also be reported at the next council meeting

Any event that requires checking of recorded data should be clearly recorded, including Crime Numbers. if appropriate, and the Parish Council notified at the next available opportunity.

7. Damage or Malfunction

Any damage to equipment or malfunction discovered should be reported immediately to the Clerk and subsequently to the Council.

8. Subject Access Requests

Any request by an individual member of the public for access to their own recorded image must be made in writing to the Clerk to the Council using the attached form (see Appendix 1). The Clerk will consider whether disclosure would entail disclosing images of third parties and whether these images are held under a duty of confidence. In this situation the Council’s insurers will be asked to advise on the desirability of releasing any information. If required the Clerk will arrange for third parties’ images to be blurred or disguised. There are no fees or charges for the first request but additional requests for the same personal data or requests which are manifestly unfounded or excessive may be subject to an administrative fee. A record will be kept of the name of the person requesting to view the images, the date and time of the viewing, the reason for it and the outcome, if any of the viewing.

9. Accountability

Breaches of this policy will be investigated by the Clerk to the Council and reported to the Parish Council.

A CCTV system prevents crime largely by increasing the risk of detection and prosecution of an offender. Any relevant tape or digital evidence must be in an acceptable format for use at Court hearings.

Copies of the CCTV Policy are available in accordance with the Freedom of Information Act, as will any reports that are submitted to the Parish Council providing it does not breach security needs.

The Police will be informed of the installation and provided with a copy of this CCTV Policy.

Any written concerns or complaints regarding the use of the system will be considered by the Parish Council, in line with the existing complaints policy.

10. Status

This policy was adopted by Hurst Green Parish Council at a meeting of the Council on 26th February 2024.