CCTV Policy
Middleton Cheney Village Hall Charity number 304222
Purpose of the CCTV system is:
- To maintain the security of the premises.
- To deter, detect and prevent crime, vandalism, anti-social behaviour, abuse of trust and loss or damage to the premises.
- To provide a safe and secure place for volunteers, staff, hirers, visitors and contractors.
- To enable remote burglar alarm activation and deactivation before and after hire.
- To assist law enforcement should the need arise.
This Policy works in conjunction with our privacy policy.
As of 25th July 2022, CCTV has been installed and activated within Middleton Cheney Village Hall for the purposes of safety and security and to reduce the risk of crime, anti-social activity and Breach of the Terms and Conditions of hiring Middleton Cheney Village Hall. The cameras have been installed in order to provide a safe and secure environment for hirers and to prevent loss or damage to the hall. The associated images are governed by the General data protection regulations (GDPR)
This policy outlines how Middleton Cheney Village Halls use of the CCTV and how it complies with GDPR.
Middleton Cheney Village Hall trustees comply with the Information Commissioners Office (ICO) CCTV code of practice to ensure it is used responsibly. CCTV warning signs are displayed at the Main entrance door, inside the Main Hall and in the Annexe. These signs include contact details for who has responsibility for the system.
The CCTV system comprises of Four cameras and a Digital Recorder. The cameras are sited covering the Outside Entrance Door - in the top left outside corner overlooking the entrance, inside the Entrance Hall - in the top left-hand corner above the Main Hall Door, the Main Hall - in the corner above the kitchen door, and in the Annexe - top corner above the kitchen serving hatch.
CCTV images are automatically recorded with Rydal communication and on a secure hard drive of a DVR which is placed in a secure locked location within the premises. Password protection is in place with the security company who manage the hardware, and such images shall be deleted after a certain period, usually every 28 days, unless there is a valid reason to securely hold these images for longer whilst any investigation is carried out.
The CCTV can and will be monitored remotely by authorised trustees only. This remote access of the CCTV helps to allow burglar alarm activation and deactivation at night and in the morning, before and after the hall is used. CCTV cameras are sited so they capture images relevant to the purposes of which they are intended only as described above.
Other than for routine testing purposes, real time CCTV images of the Main Hall and Annexe will not be monitored during use, unless it is thought that an incident is taking place at that time. Recorded CCTV images will normally be accessed by authorised persons only in the event of a qualifying incident or during a routine system check, of which routine system checks of the cameras in the Main Hall and Annexe shall try to be avoided when children are present in the building for child protection purposes.
Access to any recordings, and or, real time CCTV images are limited to the Trustees, our Insurance Company loss adjusters (if required) and other parties for the purpose of the security and safety.
Real time CCTV images may occasionally be monitored of the Entrance Door and Entrance Hall only and will be reviewed each month by one of the Trustees (Chairperson, treasurer or secretary) to check there is no abuse of trust by hirers entering the premises before hire start times or leaving later than hire end time. At all times precautions will be taken to protect the rights of the people whose images have been recorded.
Please note that the system does not have any sound recording capability. Individuals may apply for CCTV footage to be reviewed when a crime or incident has occurred and there is a reasonable likelihood that the event or incident was captured by the CCTV system. Any requests to access images can be made in writing to the Village Hall management committee secretary via email, bookingsmcvillagehall@gmail.com, these requests will be reviewed in line with GDPR, and this policy and full reasons will be provided if any request is declined.
Notices are displayed outside the building and inside the building to inform people of the presence of the CCTV system.
Enquires or complaints with regards to the use or operation of MCVH CCTV system should contact Katrina Jones, Secretary for Middleton Cheney Village Hall Management Committee, in the first instance at: bookingsmcvillagehall@gmail.com or 07722 295535 or Linda Nuttall, Chairperson for Middleton Cheney Village Hall Management Committee at: chairmcvillagehall@gmail.com
This policy will be reviewed annually by MCVH Management Committee or when the need arises for it to be updated, should any new legislation require this policy to be updated or an update to the system or signage has occurred that warrants the need to update this policy.
A CCTV notice forms a check list for the MCVH management committee to use and shall be displayed on the notice board in the Hall to provide assurances on the proper use of the CCTV to Volunteers, staff, hirers, visitors and contractors.
