CCTV Operational Code of Practice

South Holland Centre, 23 Market Place, Spalding, PE11 1SS

1. Scope

1.1 The South Holland Centre has installed a limited, image-only CCTV surveillance system

1.2 All staff operating the system will do so in compliance with South Holland District Council’s policies and guidance on Data Protection and Freedom of Information.

1.3 This Code of Practice has been prepared for managers and operators of the CCTV system to ensure that CCTV operations are consistent with the Council’s legal obligations and good practice guidance issued by the Information Commissioner.

1.4 South Holland District Council is registered with the Information Commissioners Office (ICO)

2. Purposes of the CCTV System

2.1 At the South Holland Centre the internal CCTV system is used for the following purposes:

• To assist with the prevention and detection of crime
• To facilitate the identification, apprehension and prosecution of offenders in relation to crime and public order
• To help ensure staff and public safety
• To assist with control of visitors
• To assist in monitoring operational building management and security
• To provide and operate the system in a manner that is consistent with respect for individual’s privacy
• To assist with the provision of a safer public environment
• To reduce fear of crime and reassure staff and users

3. CCTV System

3.1 At the South Holland Centre the internal CCTV system operates throughout the year for 24 hours a day

3.2 Staff and the public are made aware of the presence and ownership of the CCTV system by appropriate signage

3.3 The cameras do not cover, focus or dwell on any local domestic accommodation or gardens.

3.4 Images captured on cameras are recorded on a stand-alone internal digital hard drive at the South Holland Centre.  The System is not connected to any other internal or external shared network.  Methods of copying images are through download onto CD or USB stick.

3.5 For the purposes of the Data Protection Act, the Data Controller is South Holland District Council which is legally responsible for the management and maintenance of the CCTV system.

4. Control Room

4.1 The Control Room for the South Holland Centre CCTV system is a secure lockable area, not open to the public.

4.2 Other than emergencies, access to the monitoring system is limited to:

• The South Holland Centre Manager and three Team Leaders (Control and Routine Access)
• South Holland Centre Duty Managers (Control of access when Team Leader not present)
• South Holland District Council Line Senior Managers with responsibilities for the South  Holland Centre
• The Council’s appointed Health and Safety Manager (s)
• The Council’s Data Protection Officer and Legal Services Officer
• Managers of the South Holland Centre on-site Catering Facilities company
• Police or other law enforcement Officers
• Other statutory officers e.g. HSE executive officers
• Authorised employees of the contracted supplier for servicing / maintenance of the System.

4.3 Before granting access to the System, operational Controllers must satisfy themselves of the identity of any individual requesting access to ensure they have appropriate authorisation.

4.4 All individuals/ organisations given access to the System, other than those on the list of authorised operational Controllers, is logged, including details of their name, organisation they represent, the person granting authorisation for their visit/ access, plus date and time of visit. 

5. System Control Administration and Procedures

5.1 An Incident Log is maintained with details of any incidents for which the CCTV system was used, together with any consequential action taken. This will include logging all occasions that recordings, prints or other copies of images are viewed or copied and removed.  This includes the dates any recordings were removed from the secure area, or copied and sent to any other individual or organisation.  Details of the person given the recording and the reason for its removal is logged. 

5.2 CCTV images may be personal data and therefore fall within the scope of the General Data Protection Act. All processing of personal data is done in accordance with the Council’s data protection policies.

5.3 Copies of digital images will only be made for the Purposes set out in Item 2 above, or otherwise required by law.

5.4 All staff involved with the operation of CCTV system are required to have read and understood the Code of Practice, and to receive training.

5.5 Unless required for evidential purposes or the investigation of crime or otherwise required for the purposes detailed in Item 2, or by law, recorded images is routinely deleted 30 days after the date of recording.

6. Requests to View or Copy Images

6.1 Requests to view or copy CCTV images is considered on a case-by-case basis by the Centre Manager (or her deputised Managers), with support from the Council’s Legal Services Officer as required. 

6.2 Requests by the Police or other law enforcement agencies: law enforcement agencies must provide appropriately authorised data disclosure forms to establish their identity and the purposes for which they require disclosure.

6.3 Requests for access by other third parties (other than those on the list at 4.2) is dealt with under the Council’s Freedom of Information procedures and logged as a Freedom of Information request. 

6.4 Subject Access Requests: Individuals have rights to access their data and this may include recorded images.  For further details of your rights please go to the South Holland District Council website for a more detailed explanation https://www.sholland.gov.uk/privacy or contact the South Holland District Council Data Protection Officer

South Holland District Council

South Holland District Council is the registered Data Controller. Its Data Protection Officer is Mr Mark Stinson.

Contact details are:

by phone on 01775 761161
via email to mark.stinson@sholland.gov.uk 
by post to: Data Protection Officer, South Holland District Council, Priory Road, Spalding, Lincolnshire, PE11 2XE

The council is registered as a data controller with the Information Commissioners Office (ICO),  registration number is FS50676445