Policy Summary
Walton Village Hall Wetherby operates a Closed-Circuit Television (CCTV) system for the purposes of improving safety and security for visitors, hirers, volunteers, trustees and contractors using the hall and surrounding areas.
The CCTV system is operated in accordance with UK GDPR, the Data Protection Act 2018 and ICO guidance. Images are recorded and managed responsibly and proportionately.
Introduction
Walton Village Hall Wetherby is a busy community venue hosting family parties, weddings, community events, clubs, fitness classes, school holiday activities and business meetings.
CCTV is used to:
• Help provide a safe and secure environment.
• Protect the hall building, grounds, equipment and assets.
• Assist in the prevention and detection of crime and anti-social behaviour.
• Support incident investigation where necessary.
• Help safeguard volunteers, hirers and members of the public.
The CCTV system is owned and managed by Walton Village Hall Wetherby Trustees.
Purpose
The CCTV system is installed for legitimate operational and security purposes only. It is not used for routine monitoring of individuals.
The system may be used to:
• Protect the building, grounds and equipment.
• Monitor entrances, exits, external areas and communal areas.
• Deter theft, vandalism and anti-social behaviour.
• Assist police and insurers where incidents occur.
• Promote health and safety within the venue.
Scope
This policy applies to:
• Trustees and committee members.
• Volunteers and authorised hall representatives.
• Contractors with authorised access to CCTV systems.
• Hirers and visitors to Walton Village Hall Wetherby.
Any authorised individuals accessing CCTV footage must do so in accordance with this policy.
Policy Statement
Walton Village Hall Wetherby is committed to operating CCTV in a lawful, transparent and proportionate manner.
Cameras are positioned carefully to minimise intrusion into private areas and neighbouring properties. CCTV will only capture images relevant to the stated purposes of the system.
Location and Signage
CCTV cameras are located externally around Walton Village Hall Wetherby where considered necessary for safety and security purposes.
Appropriate signage is displayed at entrances and around the premises informing visitors that CCTV recording is taking place.
Monitoring and Recording
CCTV footage is recorded digitally and stored securely.
Live monitoring is not routinely undertaken. Access to recorded footage is restricted to authorised trustees or designated representatives where there is a legitimate reason to review footage.
Where necessary, footage may be shared with police, insurers or other authorised agencies.
Covert Surveillance
Walton Village Hall Wetherby does not undertake covert surveillance or hidden camera monitoring.
Live Streaming
The CCTV system is not used for live streaming events, performances, weddings or private functions.
Data Protection
Walton Village Hall Wetherby processes CCTV images in accordance with:
• UK GDPR
• Data Protection Act 2018
• ICO CCTV Code of Practice
Individuals may request access to footage containing their personal data through a Subject Access Request.
Any requests should be submitted in writing to the Walton Village Hall Trustees via the hall website:
www.waltonvillagehallwetherby.org
Retention of Images
Unless required for evidential or legal purposes, CCTV footage will normally be retained for a maximum of 31 days before automatic deletion or overwrite.
Where footage is retained for investigation purposes, access will be restricted and footage securely deleted once no longer required.
Disclosure of Images
CCTV footage may only be disclosed:
• To law enforcement agencies where appropriate.
• To insurers or legal representatives where required.
• In response to a lawful Subject Access Request.
A record of disclosures will be maintained where appropriate.
Review Procedure
This policy and the operation of the CCTV system will be reviewed periodically by Walton Village Hall Trustees to ensure the system remains necessary, proportionate and effective.
Responsibilities
The Walton Village Hall Trustees are responsible for:
• Overall management of the CCTV system.
• Ensuring compliance with data protection legislation.
• Managing access to footage.
• Maintaining appropriate signage and secure storage procedures.