Policies & Procedures

The CCTV system covers the Village Hall and surrounding areas and is controlled by Witham St Hughs Parish Council.  The CCTV system is operated on behalf of the Parish Council by the Clerk to the Parish Council, or the Clerk’s authorised deputy (an authorised operatives list is attached and forms part of this policy). 

1.   CCTV images are monitored for the purposes of public safety, crime prevention and the detection and prosecution of offenders. 

2.   The images are retained for a 14-day period.  This is a reasonable period for any incident that may have occurred within the range of the cameras to be brought to the attention of those responsible for the system.  

3.   CCTV notices are displayed on the outside of the Village Hall, in the Parish Office window and by both entrances to the MUGA.  

4.   The Clerk to the Parish Council keeps a maintenance log for the system.  A record is kept of the date and time, item no. and description, fault/servicing description and confirmation of the date and time the engineer was called and the date and time the fault was rectified.

5.   The log may be used as a check that the cameras/recording equipment are properly maintained and serviced to ensure that clear images are recorded.  

6.   The Clerk should check the monitor on opening the office, to ensure that all cameras are operational. If they are not, the CCTV maintenance company should be informed immediately.  

7.   Access and disclosure to third parties: All requests should be recorded and the reasons for allowing or refusing the request should be documented.  

8.   Any viewing of a recording should not necessarily require the agreement of the police.

9.   Any enquiry concerning the CCTV system must be actioned by two members of the Parish Council and may involve the Police.

10.   Where viewing of a recording is granted.  A record of the time and date of viewing, name and signature of the person authorising the viewing, name and address of the person viewing the recording and the reason for viewing along with date and time of the recording to be viewed and the outcome (if any) of the viewing with the finishing time are required.  Viewing should be undertaken with only designated persons having access to the equipment.  As owners of the system the Parish Council reserves the right to have a representative present to view the recording. Owing to the sensitive and confidential nature of some of the matters dealt with in the Village Office this must be by arrangement with the Parish Council.

11.   Copy and removal of CCTV Data, if required by the police, as evidence is permissible.  Details of the Police officers’ number and Station should be recorded.  Unauthorised use of the system or removal of the CCTV Data may be a criminal offence.  

12.   Members of the public, whether they are representatives of organisations using any premises located on the Parish Council’s property, are not permitted to view recordings.  

13.   The following may be authorised to remove CCTV Data: Law Enforcement agencies where images would assist with a specific criminal enquiry, prosecution agencies, relevant legal representatives etc.  

14.   Where copying and removal of CCTV Data is granted a Copying and Removal form should be completed. A record is kept of the date/time of the copying and removal from the office, name and signature of the person who has authorised the copy and removal, name and address or PC no. and Station of person removing the CCTV Data and the reason for removal along with crime number where applicable.  The data storage media should be numbered, and the number recorded along with the printed name and signature of the person receiving the material.

•   The Parish Council Data Controller will retain a duplicate copy for the term of any investigation.  The duplicate copy will be held in accordance with the data storage policy. 

15.   Where access (for viewing or removal purposes) is denied the Viewing/Copying and removal denied form should be completed.   A record is kept of the time and date of request for viewing/copying and removal along with details of the person dealing with the enquiry and the name and address of the person asking to view/receive a copy of the recording along with the reason for denying the request. 

16.   Any requests or questions regarding the CCTV system should be directed to the Parish Clerk. 

Any two of the following are required to be present when accessing the CCTV system.

1.   Any two of Witham St Hughs Parish Councillors or
2.   One Parish Councillor plus the Clerk.