1 Background

1.1 The Chief Executive, Dorset County Council, is the person who is legally responsible for the CCTV scheme

1.2 [Name], [Job title] is responsible for ensuring the day to day compliance with the requirements of this Code of Practice

1.3 CCTV is installed [area where CCTV is installed]

1.4 The purpose of the CCTV is for the prevention or detection of crime and safety of staff

1.5 The use of the CCTV is registered under Dorset County Council's Data Protection Notification (Registration No Z5874509) for the purposes of the prevention and detection of crime

2 Siting of the Equipment

2.1 The equipment is sited so that it only monitors those spaces that are intended to be covered by the equipment, operators will not adjust or manipulate cameras to overlook spaces which are not intended to be covered by the scheme

2.2 CCTV operators will ensure that all measures are taken to ensure that any possible effects on personal privacy are kept to the absolute minimum whilst allowing the efficient and effective use of CCTV for the purposes of the prevention or detection of crime and safety of staff and public

2.3 Signs have been placed in the following areas to ensure the public is aware that they are entering a zone covered by CCTV, the purpose of its use and contact details of the Council's Data Protection Officer:

• [Location]
• [Location]
• [Location]

3 Quality of the Images

3.1 The CCTV records visual images only

3.2 Images are captured and held on [state medium]

3.3 The recording medium is changed [state period]

3.4 The recording medium is replaced [state period] to ensure the quality of the images are as clear as possible

3.5 The cameras and equipment are properly maintained and serviced at regular intervals to ensure that the quality of images is preserved

3.6 A maintenance log is kept with [name/location]

3.7 If the CCTV or recording equipment is damaged, [name] is responsible for contacting the maintenance company to ensure this is fixed

4 Processing of Images

4.1 Unless they are required for evidence, images are only retained for 28 days after which time they are erased

4.2 The monitors are located [state location(s)] and access is restricted to authorised personnel only

4.3 The images will not be removed from this location at any times unless for evidential purposes. The recording medium will then be sealed and given a unique number

4.4 If the images are required for evidential purposes they are [given to] or [retained by] [name] until released to the appropriate authority or until no longer required as evidence, at which time they will be erased

4.5 [Name] is responsible for ensuring the following is documented:

• The date the images were removed
• The reason the images were removed
• Incident Crime Number and the Name, number, station and signature of the collecting Police Officer or equivalent details as appropriate
• The unique number given to the sealed medium

4.6 All staff are aware of their responsibilities under this Code of Practice

5 Access to and Disclosures of images to third parties

5.1 Access to images is restricted to [name(s)] and the Data Protection Officer

5.2 Where the CCTV system is used only for the prevention and detection of crime, then the Council will only provide access to images by the following:

• Individuals whose images have been recorded and retained (unless disclosure to the individual would prejudice criminal enquiries or criminal proceedings)
• Police where the images recorded would assist a specific criminal enquiry.
• Prosecution agencies
• Relevant legal representatives
• The media, through the police, where it is decided that the public's assistance is needed in order to assist in the identification of victim, witness or perpetrator in relation to a criminal incident. As part of that decision, the wishes of the victim of an incident should be taken into account
• Community safety/anti-social behaviour agencies

5.3 [Name] or the Data Protection Officer are responsible for deciding whether to allow requests for access to the images by third parties, this will only be done in very limited circumstances

5.4 [Name] will document all requests for access to the medium on which images are recorded. If access or disclosure is denied the reason will be documented

5.5 If access is permitted the date and time at which access was allowed and the person who was allowed access and what they will have access to will be documented

6 Access by Data Subjects

6.1 The Data Protection Officer will co-ordinate all requests for access to recorded images by a Data Subject (a sample subject access request form is at Appendix A)

6.2 The Data Subject will be asked to provide a Subject Access Request in writing which includes the following:

• Sufficient details to locate and retrieve the images requested i.e. date / time / location / description of clothing etc. As the individual will probably be unknown a photograph of the individual can be requested
• Proof of identity
• The requisite fee

6.3 The maximum fee that can be charged to carry out the searches for images is £10

6.4 A response to a request will need to be provided promptly and in any event within 40 days of receiving the required fee and information

6.5 [Name] or the Data Protection Officer will need to determine whether images of third parties can be disclosed. If they cannot be disclosed then the images will be disguised or blurred.

7 Monitoring compliance with this Code of Practice

7.1 [Name] will undertake a review periodically to ensure the provisions of this Code are being complied with.

7.2 [Name] is responsible for ensuring that all staff involved in operating the CCTV system are aware of the following:

• of the requirements of this guide on the use of CCTV systems
• that they are dealing with personal information covered by the Data Protection Act 1998 and that individuals have rights under the Act in relation to CCTV systems
• how to handle requests for access to CCTV images