AllDogs Meadow CCTV Policy

Summary

AllDogs Meadow Ringstead, East End Farm utilises a Closed-Circuit Television (CCTV) surveillance system. This 

document explains the purpose and management of the system and procedures to be followed in order to ensure that AllDogs Meadow acts in line with legislation.

This policy and the procedures detailed, applies to AllDogs Meadow. CCTV images are monitored and recorded in accordance with this policy.

Intro

  1. AllDogs Meadow utilises CCTV for security, prevention of crime and to monitor activities within the field to ensure a safe environment compliant with the fields terms and conditions, and to prevent loss of or damage to AllDogs Meadow.
  2. The CCTV system is owned by AllDogs Meadow. As the manager of AllDogs Meadow, Mrs Laura Quaif is the system operator & data controller, for data produced by the CCTV system, and is registered with the Information Commissioner’s Office, Registration number ZC197156.

Purpose

  1. This Policy governs the installation and operation of all CCTV cameras at AllDogs Meadow.
  2. CCTV is used for the purpose of protecting the site and facilities both when the field is open and closed, for crime prevention & detection, providing evidence to police, ensuring the safety of dogs using the field and ensuring the sites terms and conditions are adhered to allowing for the refusal of services to those who do not comply.
  3. The CCTV system is operational and is capable of being monitored for 24 hours a day, every day of the year.

Scope

  1. This policy is applicable to AllDogs Meadow and the Data Controller, Mrs Laura Quaif.
  2. All volunteers with responsibility for processing CCTV images will have relevant skills and training and be aware of this policy.

Policy

  1. AllDogs Meadow will operate its CCTV with respect for privacy & Human Rights.
  2. AllDogs Meadow complies with Information Commissioner’s Office (ICO) CCTV Code of Practice 2017
  3. Cameras will be used in a position whereby they primarily cover the access gates to the field, they can also be remotely operated to show areas of the field to ensure compliance with terms and conditions and to minimise risk of damage or theft. This is also to reduce the risk of harm to dogs using the dog field.

Location & Signage

  1. Equipment position is considered to reduce the likelihood of unnecessary collateral intrusion. Coverage may include some coverage of the public road/footpath outside of the premises due to the necessity to cover the entrance, this is minimised by the cameras being set back within the premises.
  2. There are CCTV warning signs placed at the main entrance gate warning that CCTV is in operation.

Monitoring and recording

  1. The CCTV & audio is monitored by the data controller & those authorised on a remote app which works on motion detection. 
  2. The cameras can be moved remotely in order to monitor those using the site to ensure compliance with terms and conditions.
  3. Images are stored on an app & SD card which are viewable by the data controller. 

Additional staff/volunteers may access cameras remotely as required.

  1. All images recorded by the CCTV System remain the property and copyright of AllDogs Meadow.

Covert surveillance 

  1. AllDogs Meadow will not engage in covert surveillance.

Data Protection

  1. In its administration of its CCTV system, AllDogs Meadow complies with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

Data Protection Impact Assessments

  1. AllDogs Meadow’s has a Data Protection Impact Assessment (DPIA). Additional CCTV is subject to a renewed DPIA looking at risks related to adding to the CCTV system. 
  2. AllDogs Meadow will aim to carry out a DPIA update every 3 years or sooner if there is any change to the system. 

SAR

  1. SAR should be submitted to AllDogs Meadow by email at info@alldogsmeadow.co.uk along with ID. 
  2. Adequate detail must be provided in the SAR to allow the relevant images to be identified.
  3. If AllDogs Meadow cannot comply with a SAR without disclosing the personal data of another person who is identifiable from that information, it is not obliged to comply with the SAR unless satisfied that the individual provides consent to the disclosure, or if it is reasonable in the particular circumstances to comply without the consent of the individual. 
  4. Where necessary we can disclose images to a third party when required by law. This is in relation to prevention/detection of crime or when there is an exemption under legislation.
  5. Such disclosures will be made at the discretion of AllDogs Meadow with reference to the relevant legislation.
  6. A record of any disclosures will be kept.

Retention of images

  1. Unless required CCTV images & audio will be retained for no longer than 1 month from the date of recording. Images will be auto-deleted at this point.
  2. Where an image is required to be held the data controller will be responsible for authorising.
  3. Access to retained CCTV images is restricted and authorised by data controller and other persons as required by law.

Complaints Procedure

  1. Complaints concerning AllDogs Meadow’s use of its CCTV system or the disclosure of CCTV images should be made to AllDogs Meadow at info@alldogsmeadow.co.uk
  2. When requested, anonymised information concerning complaints will be provided to the Surveillance Commissioner.

Responsibilities

  1. AllDogs Meadow is responsible for operation of the CCTV system, including activities relating to installations, recording, reviewing, monitoring and ensuring compliance with this policy. 
  2. AllDogs Meadow is responsible for ensuring that adequate signage is in place in line with the ICO CCTV Code of Practice.
  3. AllDogs Meadow is responsible for authorising disclosure of images to data subjects/third parties and for maintaining disclosure records.