CCTV Policy CONTENTS. 1.0 Introduction. 2.0 General Principles. 3.0 Privacy and Dignity. 4.0 Retention Policy. 5.0 Responsible Officers

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1 CCTV Policy CONTENTS 1.0 Introduction 2.0 General Principles 3.0 Privacy and Dignity 4.0 Retention Policy 5.0 Responsible Officers 6.0 Third Party Enquiries 1

2 CCTV POLICY Date of Issue 11/11/2012 Next Review Date 11/11/2014 Version 1 Last Review Date Author Director Responsible Peter Tierney Approved By John Kingdon Date Approved 11/11/2012 Links with other documents CCTV procedures Issue Status Date Reason for Change Authorised V1 Policy Original Policy 2

3 1.0 Introduction 1. This Policy sets out how the University of Chichester will use CCTV to enhance the safety and security of staff, visitors, contractors and property whilst protecting the individuals rights to privacy. The Policy will be reviewed every 2 years. The Bishop Otter Campus is located at College Lane, Chichester and the Bognor Campus at Upper Bognor Road, Bognor Regis. 2.0 General Principles 1. The University of Chichester will only use the CCTV monitoring equipment to assist in carrying out its statutory duties in relation to the prevention and detection of crime and in accordance with the Data Protection Act 1998, having particular regard to the type of personal data being processed (including sensitive personal data and the 8 Data Protection Principles as defined by the Act (ref: University s Data Protection Policy). 2. The CCTV system consists of dedicated high-resolution cameras providing continuous real time surveillance through a central monitoring facility located in the Security Lodge. The security lodges are located at the caretakers work rooms on the Bishop Otter Campus and the Bognor Regis Campus. The location of these cameras is detailed in Appendix (B). 3. All cameras will be positioned in a visible location and the areas of coverage clearly indicated by the use of sign. 4. When authorised security staff are using mobile surveillance cameras, they will inform those persons being recorded that the cameras are in use. 5. The time and date shown on the CCTV system and recorded images must always be accurate. 6. Signs will be displayed on the main access routes into each area covered by the CCTV system. All buildings that contain CCTV coverage will also have signage indicating the presence of cameras 7. Cameras shall be properly maintained and serviced to ensure that recorded images are clear and a log shall be maintained to record details of camera maintenance and repairs. 3.0 Privacy and Dignity 1. Except for wide angle or distance shots, domestic or individual offices or premises will not be included in the field of vision of externally mounted or car park cameras. 2. No camera will be hidden or obscured and as far as possible cameras will be placed out of risk of criminal damage. 3

4 3. The car park CCTV cameras must not be manipulated or directed for surveillance purposes without the specific written authority from the Facilities Manager Soft FM. 4. Images will only be examined should a crime have occurred or be suspected. 4.0 Retention Policy 1. All recordings made by the CCTV system will remain the property of the University and will only be stored for 28 days. 2. Recordings will only be used for the purposes identified in this Policy and will only be viewed by Nominated Officers. 5.0 Responsible Officers 1. Only those Nominated Officers listed in Appendix (A) will be permitted to view the CCTV footage either at the monitors in the Security lodge or remotely via their computers. 2. Nominated Officers shall be given training in the operation of the monitoring and CCTV equipment and on their responsibilities with regard to the operation of the equipment before being allowed to access or operate the equipment. 3. Under no circumstances will the public or staff other than the Nominated Officers be permitted general access to the monitoring and CCTV equipment. The Security lodge in which the equipment is installed shall be secured at all times when unattended and only authorised personnel shall have access to this area. 6.0 Third Party Enquiries 1. With reference to a crime or suspected crime or at the request of the Police, other agency, member of the public or staff, a Nominated Officer may review the recorded footage from the CCTV system to establish whether the incident was captured by any of the CCTV cameras. 2. The Nominated Officer may then advise the third party making the enquiry whether or not anything relating to the incident has been recorded by the University s CCTV system but should not at this stage indicate to the third party the specific nature of what has been recorded in relation to the incident. 3. Should the third party wish to view any specific footage relating to the incident that may have been recorded by the University s CCTV system they will must complete an Image Removal Form. Please see attached form in Appendix C 4. Any recorded material held by the University of Chichester that the Police may require will be released to them upon written request/completion of an Image 4

5 Removal Form and with the prior approval of the Facilities Manager Soft FM, Director of Estate Management or the Deputy Director of Estate Management. 5. Copies of downloaded footage or recordings must not be made unless agreed by the University s Facilities Manager Soft FM, Deputy Director of Estate Management or Director of Estate Management and any copies made should be in accordance with the procedures detailed in this Policy. 5

6 Appendix A : Access to the CCTV System Access to the CCTV in the Security Lodge Job Title Blayde Frontline Security x 8 Remote PC Access to CCTV footage Job Title Facilities Manager Soft FM Facilities Manager Hard FM Director of Estate Management Deputy Director Estate Management 6

7 Appendix B Locations of CCTV coverage Description of each area covered by each camera Available on request from Estate Management. Appendix C CCTV Data Form 7

8 CCTV Data footage supply form To supply the footage requested for, please accept the following requirements:- Provide a date when the CCTV footage will be provided. If the request is for the footage to be viewed, to establish possible evidence, ensure as much detail is gathered prior to operating the CCTV. This will cut down the time spent reviewing the CCTV. Areas of interest should be:- o Object, type, colour, size o The aggrieved persons details (if they were in the area (a good point to start/finish a search from)) ethnicity, build, type/colour of clothing. Time they were in the area o Date o Time o Location When providing CCTV footage, ensure: o Footage is burnt to CD-R o Duplicate the Data for our records Provide the Data disk to the head of planning o Ensure the data is signed for in the CCTV request folder. only ask for personal data which is reasonable and proportionate to the purpose All requests made under section 28 of the Data Protection Act are to be referred to the University s Facilities Manager Soft FM or Nominee If the request is received outside of standard working hours then staff should contact the University s Duty Manager CCTV Data Disk Section 0ne Date Data was recorded Operators Name Number of Disks Used 1,2,3,4,5,6,7,8,9,10 Disk No, Duplicate Disk No, Circle below Section two Crime Ref, No. Date reported to police University Ref, No. Date Reported to SSU Section three Brief description Date of Incident Time From: Time To: Location Cam No s Section five Operators Input The below signatory is signing for the above CCTV data that has been burnt to disk to aid the possible investigation into the alleged incident, detailed in the relating Crime report Section six Facilities Manager Soft FM or Nominee Name: Signature of Facilities Manager Soft FM or Nominee Date: Time: 8