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CODEOFPRACTICE

FORWARWICKDISTRICTCOUNCILCCTVSCHEME(BS7958andBS7858)
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WARWICK DISTRICT COUNCIL

CONTROL CENTRE

CODE OF PRACTICE FOR CCTV SCHEME


(BS 7958 / BS 7858)

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CODEOFPRACTICE
FORWARWICKDISTRICTCOUNCILCCTVSCHEME(BS7958andBS7858)
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1..0 INTRODUCTIONANDDEFINITIONS 4
1.2 OWNERSHIP 4
1.3 CCTVMISSIONSTATEMENT 4
1.4 CODESOFPRACTICEMISSIONSTATEMENT 4
1.5 DEFINITIONS 4
1.6 SYSTEMDESCRIPTION 6

2.0 CHANGESTOTHECODEOFPRACTICE 8
2.1 CONSULTATION 8
2.2 SUPLEMENTARYDOCUMENTATION 8

3.0 OBJECTIVESOFTHECCTVSCHEMEANDCODEOFPRACTICE 9
3.1 PURPOSEOFANDCOMPLIANCEWITHCODEOFPRACTICE 9
3.2 OBJECTIVESOFTHESCHEME 9

4.0 FUNDAMENTALPRINCIPLESANDPOLICIES 11
4.1 RIGHTSOFPRIVACY 11
4.2 PRINCIPLESOFMANAGEMENTOFTHESCHEME 11
4.3 POLICYOFTHESCHEMEANDSIGNAGE 12
4.4 POINTOFCONTACT 12
4.5 RELEASEOFINFORMATIONTOPUBLIC 12
4.6 RELEASEOFINFORMATIONTOSTATUTORYBODIES 13
4.7 ANNUALPOLICYREVIEW 13

5.0 DATAPROTECTIONANDLEGISLATION 14
5.1 DATAPROTECTIONREGISTRATION 14
5.2 HUMANRIGHTSACT1998 15
5.3 CRIMINALPROCEDURESANDINVESTIGATIONSACT1996 16
5.4 FREEDOMOFINFORMATIONACT2000 16
5.5 REGULATIONOFINVESTIGATORYPOWERSACT2000 16
5.6 SURVEILLANCECAMERACODEOFPRACTICE 17
5.7 CRIME&COURTSACT2013 18

6.0 ACCOUNTABILITY 20
6.1 SUPPORTOFPRINCIPLES 20
6.2 RESPONSIBILITIES 20
6.3 ACCOUNTABILITY 22
6.4 ANNUALASSESSMENTS 22
6.5 AUDITS 23
6.6 COMPLAINTS 23
6.7 PERSONNEL 24


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CODEOFPRACTICE
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7.0 CONTROLROOMMANAGEMENTANDOPERATION 26
7.1 GENERAL 26
7.2 RESPONSETOINCIDENTS 26
7.3 MAKINGRESPONSEANDTIMESCALES 26
7.4 OBSERVATIONANDRECORDINGINCIDENTS 27
7.5 SUCCESSFULRESPONSE 27
7.6 OPERATIONOFTHESYSTEMBYPOLICE 27

8.0 PRIVACYANDDISCLOSUREISSUES 28
8.1 PRIVACY 28
8.2 DISCLOSUREPOLICY 28
8.3 ACCESSTORECORDEDIMAGES 29
8.4 VIEWINGOFRECORDEDIMAGES 29
8.5 OPERATORSAWARENESS 29
8.6 REMOVALOFMEDIUMFORVIEWING 29
8.7 ACCESSTODATABYTHIRDPARTIES 29
8.8 DISCLOSUREINTHEPUBLICINTEREST 30
8.9 DATASUBJECTACCESS 30
8.10 PROVISIONOFDATATOINDIVIDUALS 32
8.11 OTHERRIGHTS 32
8.12 MEDIADISCLOSURE 32

9.0 RECORDEDMATERIALMANAGEMENT 33
9.1 GENERAL 33
9.2 QUALITYANDMAINTENANCE 33
9.3 DIGITALRECORDING 33
9.4 MAKINGRECORDINGS 34
9.5 PRINTS 34

10.0 DOCUMENTATION 35
10.1 GENERAL 35
10.2 LOGS 35
10.3 ADMINISTRATIVEDOCUMENTS 35

AppendixA SUBJECTACCESSFORM 36
AppendixB SCHEMELEAFLET 41

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FORWARWICKDISTRICTCOUNCILCCTVSCHEME(BS7958andBS7858)
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1.0 INTRODUCTIONS&DEFINITIONS

Introduction

1.1 ThisCodeofPracticeshallapplytotheclosedcircuittelevisionsurveillanceschemeknown
as the Warwick District Council CCTV scheme. The scheme initially comprises of cameras
locatedinspecificexternalandinternallocationswithintheWarwickDistrictCouncilarea,
with control, monitoring and recording facilities at a dedicated location. A problem
orientated process was utilised to assess the appropriateness of CCTV in the Warwick
District Council area. The cameras have therefore been sited to capture images of
identifiable individuals or information relating to individuals which are relevant to the
purposesforwhichtheschemehasbeenestablished.

1.2Ownership

TheschemeisownedbyWarwickDistrictCouncilwhoistheDataControllerresponsible
forthemanagement,administrationandsecurityofthesystem.WarwickDistrictCouncil
will ensure the protection of individuals and the public by complying with the Codes of
Practice.

1.3 ClosedCircuitTelevisionMissionStatement

Topromotepublicconfidencebydevelopingasafeandsecureenvironmentforthebenefitof
those employed, visiting or using the facilities of the area covered by the Warwick District
Council CCTV system. Warwick District Council is committed to the recommendations
containedinthe InformationCommissionersCCTVCode of Practice whichcanbefound on
thefollowingwebsitewww.ico.gov.uk.

1.4 CodeofPracticeMissionStatement

ToinspirepublicconfidencebyensuringthatallpublicareaClosedCircuitTelevision(CCTV)
systemswhicharelinkedtotheCCTVControlandMonitoringRoomareoperatedinamanner
that will secure their consistent effectiveness and preserve the civil liberty of law abiding
citizensatalltimes.

1.5 Definitions

1.5.1 The CCTV control and monitoring room shall mean the secure area of a building
whereCCTVismonitoredandwheredataisretrieved,analysedandprocessed.Itis
also the location where calls may be received from Help Points and from where
warningcanbemadeviapublicaddresssystems,associatedwiththecameras.

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1.5.2 CCTVschemeshallmeanthetotalityofthearrangementsforclosedcircuittelevision
in the locality and is not limited to the technological system, staff and operational
procedures.

1.5.3 Theretrievalsystemmeansthecapability,inanymedium,ofeffectivelycapturing
datathatcanberetrieved,viewedorprocessed.

1.5.4 CCTV system means the surveillance items comprising cameras and associated
equipmentformonitoring,transmissionandcontrollingpurposes,foruseinadefined
zone.

1.5.5 The distributed system means any subsystem, any part of which may be linked
temporarilyorpermanentlyforremotemonitoringwithintheCCTVsystem.

1.5.6 Data shall mean all information, including that about a person in the form of
pictures,andanyotherassociatedlinkedorprocessedinformation.

1.5.7 PersonalDatameansdatawhichrelatestoalivingindividualwhocanbeidentified:

fromthatdataor
fromthatdataandotherinformationwhichisinthepossessionoforislikelyto
comeintothepossessionof,thedatacontroller.

1.5.8 Sensitive personal data is personal data which is deemed to be sensitive. The
mostsignificantofthese,forthepurposesofthiscodeareinformationabout:

Thecommissionorallegedcommissionofanyoffences
Anyproceedingsforanyoffencecommittedorallegedtohavebeencommitted,
the disposal of such proceedings or the sentence of any court in such
proceedings.

1.5.9 Anincidentisanactivitythatraisescauseforconcernthatthesafetyorsecurityof
an individual or property including vehicles that may be compromised or that an
offencehasbeen,isbeingorisabouttobe,committed,orthatanoccurrencehas
takenplacewarrantingspecificactionbyanoperator.

1.5.10 TheownerisWarwickDistrictCouncil,theorganisationwithoverallresponsibility
for the formulation and implementation of policies, purposes and control of the
scheme.

1.5.11 The manager (Warwick District Council) has the responsibility for the
implementation of the policies, purposes and methods of control of a CCTV
scheme,asdefinedbytheownerofthescheme.Themanageroftheschemeisa
designatedemployeeofWarwickDistrictCouncil.
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1.5.12 Data controller means a person who (either alone or jointly or in common
with other persons) determines the purposes for which and the manner in which
any personal data are, or are about to be processed. The Data Controller for the
CCTVschemesisWarwickDistrictCouncil.

1.5.13 Operators are employees of Warwick District Council and are specifically
designatedtocarryoutthephysicaloperationofcontrollingtheCCTVsystemand
the data generated. All operators are screened, trained and licensed to the
standardsrequiredinthePrivatesecurityIndustryAct2001.

1.5.14 Recording material means any medium that has the capacity to store data
andfromwhichdatacanlaterberecalledirrespectiveoftime.

1.5.15 Ahardcopyprintisapapercopyofaliveimageorimagesthatalready exist on
recordedmaterial.

1.6 Systemdescription

1.6.1 TheClosedCircuitTelevisionsystemreferredtointhisdocumenthasbeenintroduced
intoWarwickDistrictCouncilarea.WhilsttheschemesareownedbyWarwickDistrict
Council and operated by Warwick District Council staff its implementation and/or
expansionissupportedbythefollowingbodies(thepartners):

WarwickshirePolice
TheCommunitySafetyPartnership
LocalManagementforums
LocalBusinesses
LocalCharities

Theowner,operatorandallpartnerswillworkinaccordancewiththeCodes.The
partnerswillhavenoinvolvementintheoperatingofthesystemwiththeexception
ofthePoliceandauthorisedandtrainedpersonnelofWarwickDistrictCouncil.

1.6.2 ThisCodeofPracticeshallapplytotheclosedcircuittelevisionsurveillancesystems
knownastheWarwickDistrictCouncilCCTVschemes.

1.6.3 Thesystemconsistsofstaticandfullyfunctional(pan,tiltandzoom)camerasand
either a fibre optic or other transmission system which sends pictures to the
WarwickDistrictCouncilcontrol,monitoringandrecordingfacility.

1.6.4 Images from all cameras are recorded simultaneously throughout 24 hour period
365dayseachyear.

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1.6.5 ThereisalsoadedicatedCCTVtransmissionlinktoPolicecontrolroomsoperating
within the areas of CCTV coverage where live pictures and events can be
monitored.

1.6.6 Highqualitycamerasbothfullyfunctionalwithpan,tiltandzoomandstaticarein
use.

1.6.7 The physical and intellectual rights in relation to any and all material recorded
withintheWarwickDistrictCouncilControlandMonitoringfacilityshallatalltimes
remainintheownershipofWarwickDistrictCouncil.
































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2.0 CHANGESTOTHECODEOFPRACTICE

2.1 AnymajorchangestothisCodeofPracticewilltakeplaceonlyafterconsultation with the


relevantmanagementgroupanduponagreementofallorganisationswithaparticipatoryrole
intheoperationofthesystem.

2.1.1 Major changes to this code are defined as changes which affect its fundamental
principlesandshallbedeemedtoinclude:

additionsandomissionsofcamerastothesystem
matterswhichhaveprivacyimplications
additionstopermittedusescriteriae.g.purposesofthescheme
changesintherightofaccesstopersonaldata,exceptstatutoryrequirements
significantlegalimplications.

2.1.2 Minor changes to this Code of Practice are defined as operational and procedural
matterswhichdonotaffectthefundamentalprinciplesandpurposes;theseinclude:

additionsandomissionsofcontractors
additionalclarifications,explanationsandcorrectionstotheexistingcode
additionstothecodeofpracticeinordertoconformtotherequirementsofany
statutoryActsandchangesincriminallegislation

Aminorchangemaybeagreedbetweenthemanagerandtheownerofthesystem.

TheCodeofPracticewillbesubjecttoannualreviewwhichwillincludecompliance
withtherelevantlegislationandStandards.

2.2 SupplementaryDocumentation

TheCodeofPracticewillbesupplementedbythefollowingdocuments:

CCTVOperationsProceduralManual
OperatorsEquipmentmanual

Each document contains instructions and guidance to ensure that the objectives and
principlessetoutinthisCodeofPracticeareachieved.Thesedocumentswillberestrictedto
thepartnersandstaffmembersonly.


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3.0 OBJECTIVESOFTHECCTVSCHEME&CODEOFPRACTICE

3.1 PurposeofandCompliancewiththeCodeofPractice

3.1.1ThisCodeofPracticeistodetailthemanagement,administrationandoperationofthe
closed circuit television (CCTV) system in the Warwick District Council area and the
associatedControlandMonitoringFacility.

3.1.2 TheCodeofPracticehasadualpurpose,inthatitwillassistowners,management
andoperatorstounderstandtheirlegalandmoralobligationswhilstreassuringthe
publicaboutthesafeguardscontainedwithinit.

3.1.3 Theowners,CCTVOperatorsandusersoftheCCTVsystemsandassociatedsafety
andsecurityequipmentconnectedtotheControl,MonitoringandRecordingfacility
shallberequiredtogiveaformalundertakingthattheywillcomplywiththisCode
ofPracticeandactingoodfaithwithregardtothebasicprinciplescontainedwithin
it.

3.1.4 Theowners,CCTVOperators,usersandanyvisitorstotheControl,monitoringand
recording facility will be required to sign a formal confidentiality declaration that
theywilltreatanyviewedand/orwrittenmaterialasbeingstrictlyconfidentialand
thattheyundertakenottodivulgeittoanyotherperson.

3.2 Objectivesofthescheme

3.2.1 ThefollowingobjectiveshavebeenestablishedfortheWarwickDistrictCouncilCCTV
andassociatedsystems:

(a) reducingthefearofcrime

(b) deterringandpreventingcrime

(c) assisting in the maintenance of public order and reducing offences involving
vandalismandnuisance

(d) providinghighqualityevidencewhichmayassistinthedetectionofcrimeandthe
apprehensionandprosecutionofoffenders

(e) protectingproperty

(f) providingassistancewithcivilclaims

(g) providingassistancewithissuesrelatingtopublicsafetyandhealth

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(h) providingassistanceandreassurancetothepublicinemergencysituations











































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4.0 FUNDAMENTALPRINCIPLES&POLICIES

4.1 RightsofPrivacy

4.1.2 WarwickDistrictCouncilandpartnerssupporttheindividualsrighttoprivacyandwill
insist that all agencies involved in the provision and use of Public surveillance CCTV
systems connected to the control, monitoring and recording facility accept this
fundamentalprincipleasbeingparamount.

4.2 Principlesofmanagementofthescheme

4.2.1 Prior to the installation of cameras an Impact Assessment to determine whether


CCTV is justified and how it will be operated will be undertaken in compliance with
theInformationCommissionersCCTVCodeofPractice.

4.2.2 Thecamerashavebeensitedtocaptureimageswhicharerelevanttothespecified
purposesforwhichtheschemehasbeenestablished.

4.2.3 Cameraswillbesitedtoensurethattheycanproduceimagesoftherightquality,
takingintoaccounttechnicalandenvironmentalissues.

4.2.4 To accomplish the above an Operational Requirement will be completed at the
timeoftheImpactAssessmentforeachproposedcameratodictatethequalityof
imagesrequired.ThisisarecommendationoftheinformationCommissioner.

4.2.5 The Help Points are to be used in conjunction with the cameras to view the area
where activation has been instigated. The audio communications incorporated in
the help points are initiated by those requiring assistance and cannot be used to
recordconversationsbetweenmembersofthepublic.

4.2.6 If wireless transmission systems are used to control CCTV equipment, sufficient
safeguardswillbeinplacetoprotectthemfrombeingintercepted.

4.2.7 Theschemewillbeoperatedfairly,withintheapplicablelawandonlyforthepurposes
for which it is established or which are subsequently agreed in accordance with the
CodeofPractice.

4.2.8 Operatorsareawareofthepurpose(s)forwhichtheschemehasbeenestablishedand
thattheCCTVequipmentisonlyusedtoachievetheidentifiedpurposes.

4.2.9 Theschemewillbeoperatedwithdueregardfortheprivacyoftheindividual.

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4.2.10 Before cameras are placed in residential areas the residents in that area will be
consulted concerning the proposed system. The results of the consultation will be
takenintoaccount.

4.2.11 Thepublicinterestintheoperationoftheschemewillberecognisedbyensuringthe
securityandintegrityofoperationalprocedures.

4.2.12 Thesystemwillonlybeoperatedbytrainedandauthorisedpersonnel.

4.3 PolicyoftheSchemeandSignage

4.3.1 The scheme aims to provide surveillance of the public areas within the Warwick
DistrictCouncilareainordertofulfillthestatedpurposesofthescheme.Thearea
protected by CCTV will be indicated by the presence of signs. The signs will be
placedsothatthepublicareawarethattheyareenteringazonewhichiscovered
bysurveillanceequipment.Thesignswillstatetheorganisationresponsibleforthe
scheme,thepurposesoftheschemeandacontacttelephonenumber.Datawillnot
beheldforlongerthannecessaryanddisposalofinformationwillberegulated.

4.4 Pointofcontact

Shouldthepublicwishtomakecontactwiththeownersoftheschemetheymaywriteto:

TheCCTVManager
WarwickDistrictCouncil
RiversideHouse
MilvertonHill
RoyalLeamingtonSpa
Warwickshire
CV325RL

Thecontactpointwillbeavailabletomembersofthepublicduringofficehours.Enquirers
willbeprovidedwiththerelevantdocumentation.

4.5 Releaseofinformationtothepublic

Informationwillbereleasedtothirdparties,itemisedinSection8whocanshowlegitimate
reasons for access. They will be required to request any information with reasons in
writing and identify themselves. Information will only be released if the data captures
identifiableindividualsorinformationrelatingtoindividualsandthereasonsaredeemed
acceptable,therequestandreleaseofinformationcomplieswithcurrentlegislationandon
conditionthattheinformationisnotusedforanyotherpurposethanthatspecified.

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Individuals may request to view information concerning themselves held on record in


accordancewiththeDataProtectionAct1998.TheprocedureisoutlinedinSection8.9of
thisCodeofPractice.

4.6 Releaseofinformationtostatutoryprosecutingbodies

The policy is to assist statutory prosecuting bodies such as the Police, and statutory
authorities with powers to prosecute and facilitate the legitimate use of the information
derivedfromthescheme.Statutorybodiesmayhaveaccesstoinformationpermittedfor
disclosureonapplicationtotheowneroftheschemeorthemanager/supervisor,provided
the reasons and statement of purpose, accord with the objectives of the scheme and
conditionsoutlinedinsection8.0.Theinformationwillbetreatedasevidentialexhibits.

4.7 Audit

Therewillbeanannualpolicyreviewcoveringthefollowingaspects:

whetherthepurposeandobjectivesstatementsremainvalid
changeinextentofthescheme
contractswithsuppliers
areviewofthedataprotectionorlegalrequirements
maintenancescheduleandperformancetestofthesystem
schemeevaluationfindings
complaintsprocedureandevaluation


















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5.0 DATAPROTECIONACTANDOTHERLEGISLATION

5.1 DataProtectionRegistration

The scheme is registered with the Data Protection Commissioner. Registration Number
Z623925X. The scheme will be managed in accordance with the principles of the Data
Protection Act 1998. The Act encompasses eight Data Protection Principles a summary of
whichfollows:

FirstDataProtectionPrinciple

PersonalDatashallbeprocessedfairlyandlawfullyandinparticular,shallnotbeprocessed
unless:

a) Atleastoneoftheconditionsinschedule2ismetand
b) InthecaseofsensitivePersonalData,atleastoneoftheconditionsinschedule3isalso
met

Theaboveconditionsarecoveredinthepurposesforwhichtheschemewasinstalled.

ThedefinitionofPersonalDataandSensitivePersonalDatacanbefoundinSectiononeof
thesecodes.

SecondDataProtectionPrinciple

Personal Data shall be obtained only for one or more specified and lawful purposes, and
shall not be further processed in any manner incompatible with that purpose or those
purposes.

ThirdDataProtectionPrinciple

PersonalDatashallbeadequate,relevantandnotexcessiveinrelationtothepurposeor
purposesforwhichtheyareprocessed.

TheFourthDataProtectionPrinciple

PersonalDatashallbeaccurateand,wherenecessary,keptuptodate.

TheFifthProtectionPrinciple

Personal Data processed for any purpose or purposes shall not be kept for longer than
necessaryforthatpurposeorthosepurposes.

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TheSixthDataProtectionPrinciple

Personaldatashallbeprocessedinaccordancewiththerightsofdatasubjectsunderthis
Act.

TheSeventhDataProtectionPrinciple

Appropriatetechnicalandorganisationalmeasuresshallbetakenagainstunauthorisedor
unlawful processing of personal data and against accidental loss or destruction of, or
damageto,personaldata.

TheEighthDataProtectionPrinciple

Personal data shall not be transferred to a country or territory outside the European
EconomicAreaunlessthatcountryorterritoryensuresandadequatelevelofprotectionfor
therightsandfreedomsofdatasubjectsinrelationtotheprocessingofpersonaldata.

5.2 HumanRightsAct1998

The system will be operated by or on behalf of a public authority, the authority has
consideredthewiderhumanrightsissuesandinparticulartheimplicationsoftheEuropean
ConventiononHumanRights,Article8(therighttorespectforprivateandfamilylife).

1 Everyone has the right to respect for his private and family life, his home and his
correspondence.

2 Thereshallbenointerferencebyapublicauthoritywiththeexerciseofthisright
except such as is in accordance with the law and is necessary in a democratic
societyintheinterestsofnationalsecurity,publicsafetyortheeconomicwellbeing
ofthecountry,forthepreventionofdisorderorcrime,fortheprotectionofhealth
ormorals,orfortheprotectionoftherightsandfreedomsofothers.

Therefore, to comply with Article 8 (1), and Article 8 (2) Warwick District Council
CCTVServicewillalwaysconsidersthefollowing:

ProportionalityArticle4.2.1,4.2.2,4.2.3and4.2.6oftheCodeofPractice
LegalityArticle4.2.7and4.2.8oftheCodeofPractice
AccountabilityArticle4.2.10and4.2.11oftheCodeofPractice
Necessity/CompulsionArticle4.2.3oftheCodeofPractice

Anyinfringementbyapublicauthorityofanothersrightsmustbejustified.

IfthisisnotthecasethenitwillnotbeappropriatetouseCCTV.

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5.3 CriminalProceduresandInvestigationsAct1996

The Criminal Procedures and Investigations Act 1996 came into effect in April 1997 and
introducedastatutoryframeworkforthedisclosuretodefendantsof materialwhichthe
prosecutionwouldnotintendtouseintheprosecutionofitsowncase(knownasunused
material)butdisclosureofunusedmaterialundertheprovisionsofthisActshouldnotbe
confused with the obligations placed on the data controller by Section 7 of the Data
ProtectionAct1998,(knownassubjectaccess).

5.4 FreedomofInformationAct2000

IfarequestforimagesisreceivedviaaFOIAapplicationandthepersonrequestingisthe
subject, these will be exempt from the FOIA and will be dealt with under The Data
ProtectionPrinciples.

Anyotherrequestsnotinvolvingidentificationofindividualscanbedisclosedbutonlyifit
doesnotbreachthedataprotectionprinciples.

5.5 RegulationofInvestigatoryPowersAct2000

Introduction

TheRegulationofInvestigatoryPowersAct2000cameintoforceon2ndOctober2000.It
places a requirement on public authorities listed in Schedule 1: Part 1 of the act to
authorisecertaintypesofcovertsurveillanceduringplannedinvestigations.

Background

Generalobservationformspartofthedutiesofmanylawenforcementofficersandother
public bodies. Police officers will be on patrol at football grounds and other venues
monitoring the crowd to maintain public safety and prevent disorder. Officers may also
targetacrime"hotspot"inordertoidentifyandarrestoffenderscommittingcrimeatthat
location. Trading standards or HM Customs & Excise officers might covertly observe and
then visit a shop as part of their enforcement function to verify the supply or level of
supplyofgoodsorservicesthatmaybeliabletoarestrictionortax.Suchobservationmay
involve the use of equipment to merely reinforce normal sensory perception, such as
binoculars,ortheuseofcameras,wherethisdoesnotinvolvesystematicsurveillanceof
anindividual.Itformsapartoftheeverydayfunctionsoflawenforcementorotherpublic
bodies.Thislowlevelactivitywillnotusuallyberegulatedundertheprovisionsofthe2000
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Neither do the provisions of the Act cover the normal, everyday use of overt CCTV
surveillance systems. Members of the public are aware that such systems are in use, for
theirownprotection,andtopreventcrime.However,ithadnotbeenenvisagedhowmuch
theActwouldimpactonspecific,targeteduseofpublic/privateCCTVsystemsbyrelevant
PublicAuthoritiescoveredinSchedule1:Part1oftheAct,whenusedduringtheirplanned
investigations.

TheconsequencesofnotobtaininganauthorisationunderthisPartmaybe,wherethereis
aninterferencebyapublicauthoritywithArticle8rights(invasionofprivacy),andthereis
no other source of authority, that the action is unlawful by virtue of section 6 of the
HumanRightsAct1998(Righttofairtrial)andtheevidenceobtainedcouldbeexcludedin
courtunderSection78Police&CriminalEvidenceAct1984.

TheActisdividedintofiveparts.PartIIistherelevantpartoftheactforCCTV.Itcreatesa
system of authorisations for various types of covert surveillance. The types of activity
coveredare"intrusivesurveillance"and"directedsurveillance".Bothtypesofsurveillance
ifpartofapreplannedoperationwillrequireauthorisationfromspecifiedpersonsnamed
intheAct.Inaddition,thereasonsforsuchsurveillancemustbeclearlyindicatedandfall
withinthecriteriaoutlinedbythislegislation.Aprocedureisinplaceforregularreviewsto
beundertakenintoauthorisation.

Any Warwick District Council scheme will observe the criteria laid out in the legislative
requirements.

FurtherinformationisavailablefromtheHomeOfficewebsite:

www.homeoffice.gov.uk/ripa/ripact.htm

5.6 SurveillanceCameraCodeofPractice

TheCodeofPracticewasarequirementoftheProtectionofFreedomsAct2012andsets
out guidelines for CCTV and Automatic Number Plate Recognition (ANPR) systems to
ensure their use is open and proportionate and that they are able to capture quality
imagesthatgivepoliceabetterchancetocatchcriminalsandcutcrime.

The code has been built upon 12 guiding principles, which provide a framework of good
practice that includes existing legal obligations. Those existing obligations include the
processingofpersonaldataundertheDataProtectionAct1998,apublicauthoritysduty
to adhere to the Human Rights Act 1998 and safeguards under the Regulation of
InvestigatoryPowersAct2000associatedwiththeuseofdirectedandcovertsurveillance
byapublicauthority.Theuseofasurveillancecamerasystemmust:

1. Alwaysbeforaspecifiedpurposewhichisinpursuitofalegitimateaimandnecessary
tomeetanidentifiedpressingneed.
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2. Takeintoaccountitseffectonindividualsandtheirprivacy.
3. Haveasmuchtransparencyaspossible,includingapublishedcontactpointforaccess
toinformationandcomplaints
4. Have clear responsibility and accountability for all surveillance activities including
imagesandinformationcollected,heldandused
5. Haveclearrules,policiesandproceduresinplaceandthesemustbecommunicatedto
allwhoneedtocomplywiththem
6. Havenomoreimagesandinformationstoredthanthatwhichisstrictlyrequired
7. Restrict access to retained images and information with clear rules on who can gain
access
8. Consideranyapprovedoperational,technicalandcompetencystandardsrelevanttoa
systemanditspurposeandworktomeetandmaintainthosestandards
9. Besubjecttoappropriatesecuritymeasurestosafeguardagainstunauthorisedaccess
anduse
10. Haveeffectivereviewandauditmechanismstoensurelegalrequirements,policiesand
standardsarecompliedwith
11. Beusedinthemosteffectivewaytosupportpublicsafetyandlawenforcementwith
theaimofprocessingimagesandinformationofevidentialvalue,whenusedinpursuit
ofalegitimateaim
12. Beaccurateandkeptuptodatewhenanyinformationisusedtosupportasurveillance
camerasystemwhichcomparesagainstareferencedatabaseformatchingpurposes.
Whilsttheaboveprinciplesarevoluntary,LocalAuthoritiesmusthaveregardtothemand
WarwickDistrictCouncilwillworktoachievecontinuedcompliancewiththerequirements.
InformationandacopyoftheCodescanbefoundonwww.gov.uk/government/uploads.

5.7Crime&CourtsAct2013

TheCrimeandCourtsActbecamelawon1stOctober2013andreplacedtheSeriousOrganisedCrime
andPoliceAct2005.CCTVControlRooms,RVRC'sandthelikeareunderSection7oftheCrime&
CourtsAct2013requiredbylawtoshareinformation(CCTVimages)totheNationalCrimeAgency
(NCA).If a request is received from the NCA then Warwick District Council CCTV Control room
MUSTcomplywiththerequestandprovidethedata.

Section 7, Subsection (3) provides information obtained by the NCA in connection with the
exerciseofanyNCAfunctionmaybeusedbytheNCAinconnectionwiththeexerciseofanyother
NCAfunction.Forexample,informationobtainedinthecourseofgatheringcriminalintelligence
maybeusedinconnectionwithNCAscrimereductionfunction.

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Section7,Subsection(4)providesthattheNCAmaydiscloseinformationinconnectionwiththe
exercise of any NCA function if the disclosure is for any permitted purpose as defined within
Section16(1)oftheAct.Thiswouldapplyinsituationswhere,forexample,theNCAhasreceived
information on suspected criminal activity (such as a Suspicious Activity Report which help
banksandfinancialinstitutionsprotectthemselvesandtheirreputationfromcriminalsandhelp
lawenforcementtotrackdownandarrestthem)andhasdecidedtosharethisinformationwith
an organisation or person outside the NCA (such as a financial institution) for the purpose of
preventingordetectingcrime.

NOTE: any information which falls within the scope of RIPA Act 2000 will still require the
necessaryauthoritypriortothereleaseofimages.

































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6.0 ACCOUNTABILITY

6.1 Warwick District Council and the Partners support the principle that the community at
large should be satisfied that the Public surveillance CCTV systems are being used,
managed and controlled in a responsible and accountable manner and that in order to
meet this objective there will be independent assessment and scrutiny. It is the
responsibility of all parties to maintain a continuous review of its integrity, security,
proceduralefficiency,methodsofoperationandretentionandreleaseofdata.

6.2 HierarchyofResponsibilities

6.2.1 TheOwner

The owner shall be responsible for policy, effective management and public
relationsofthescheme.Theyshallproduceawrittenpolicyandberesponsiblefor
its implementation. This shall be carried out in consultation with users of the
schemeandprovideforthereleaseofinformationrelatingtotheoperationofthe
system. The owner is responsible for dealing with complaints, and ensuring a fair
system of staff selection and recruitment is adopted for staff employed in the
controlandmonitoringenvironment.Theroleofowneralsoincludesallstatutory
responsibilities including the role of data controller as prescribed by the Data
ProtectionAct1998Section1Subsection1(1).

6.2.2 TheManager

The manager or designated member of staff should undertake regular reviews of


the documented procedures to ensure that the provisions of this Code are being
complied with. These should be reported back to the owner of the scheme. To
facilitate this, regular minuted meetings will be held with the Supervisor to go
throughthepointslistedbelow:

Themanageristhepersonwhohasdirectcontroloftheschemeandassuchhe/she
willhaveauthorityforthefollowing:

Staffmanagement
Observanceofthepolicyandproceduralpractices
Releaseofdatatothirdpartieswhohavelegalrighttocopies
Controlandsecurityclearanceofvisitors
Securityandstorageofdata
Securityclearanceofpersonswhorequesttoviewdata
Releaseofnewanddestructionofolddata
Liaisonwithpoliceandotheragencies
Maintenanceofthequalityofrecordingandmonitoringequipment

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Themanagershouldretainresponsibilityfortheimplementationofproceduresto
ensure that the system operates according to the purposes for which it was
installedandinaccordancewiththeobjectivesidentifiedforthesystem.

Themanagershallalsoensurethatonadaytodaybasisallequipmentisworking
correctly and that the operators of the scheme comply with the Code of Practice
and Procedural Manual. Dealing with breaches of the codes and disciplinary
measuresshallliewiththemanager.

6.2.3TheSupervisor

Thesupervisorhasaresponsibilitytoensurethatatalltimesthesystemisoperated
inaccordancewiththepolicyandallproceduralinstructionsrelatingtothesystem,
and for bringing to the immediate attention of the manager any matter affecting
theoperationofthesystem,includinganybreachorsuspectedbreachofthepolicy,
proceduralinstructions,securityofdataorconfidentially.IntheManagersabsence
theSupervisorwillhaveresponsibilityfor:

Releaseofdatatothirdpartieswhohavelegalrighttocopies
Controlandsecurityclearanceofvisitors
Securityandstorageofdata
Securityclearanceofpersonswhorequesttoviewdata
ReleaseofnewMedia
Liaisonwithpoliceandotheragencies

Thesupervisorshouldensurethatatalltimesoperatorscarryouttheirdutiesinan
efficientandresponsiblemanner,inaccordancewiththeobjectivesofthescheme.
This will include regularchecks and audit trails to ensure that the documentation
systemsinplaceareworkingeffectively.Thesesystemsinclude:

Themedialog
Theoperatorslog
Theincidentlog
Witnessstatements
Faultsandmaintenancelog
Thesecurityofdata
Auditlogs
Authorisationofvisitorstobechecked&countersignedbytheSupervisor

ThesupervisorshouldensureoperatorscomplywithHealthandSafetyRegulations.




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6.2.4 TheOperators

The operators will be responsible for complying with the code of practice and
procedural manual. They have a responsibility to respect the privacy of the
individual, understand and comply with the objectives of the scheme. They are
requiredtobeproficientinthecontrolandtheuseoftheCCTVcameraequipment,
recordingandplaybackfacilities,mediaerasure,andmaintenanceofalllogs.The
information recorded must be accurate, adequate and relevant to the purpose of
thescheme.Theyshouldbringtotheattentionofthesupervisorimmediatelyany
equipmentdefectthatmayoccur.

IntheManagers/SupervisorsabsencetheOperatorwillhaveresponsibilityfor:

Releaseofdatatothirdpartieswhohavelegalrighttocopies
Controlandsecurityclearanceofvisitors
Securityandstorageofdata
Securityclearanceofpersonswhorequesttoviewdata
ReleaseofnewMedia
Liaisonwithpoliceandotheragencies

6.2.5 ContractorsResponsibilities

ThereisonecontractorresponsibleforMaintenanceofCCTVequipment.

The response provided by the contractor is subject of a written contract and
recordsofresponsesaremaintained

6.3 Accountability

Themanager/supervisorshallbeaccountabletotheowneroftheschemeandwillprovide
periodicprogressreportsonthescheme.Themanager/supervisorwillresolvetechnicaland
operationalmatters.

Failureoftheoperatorstocomplywiththeproceduresandcodeofpracticeshouldbedealt
withbythemanager/supervisor.Person(s)misusingthesystemwillbesubjecttodisciplinary
orlegalproceedingsinaccordancewiththeemployerspolicy.

6.4 AnnualAssessment

An annual assessment of the scheme will be undertaken by an independent consultancy


appointedbytheownertoevaluatetheeffectivenessofthesystem.Thiswillincludeannual
reviews of the schemes operation, performance and working practices and, where
appropriatemakerecommendationsforimprovements.

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Theresultswillbeassessedagainstthestatedpurposesofthescheme.Iftheschemeisnot
achievingitspurposemodificationandotheroptionswillbeconsidered.

The results of the assessment will be made available through the Warwick District Council
andlocalPoliceStation.

TheInformationCommissionersCCTVCodeofPracticestipulatesthatthesystemshouldbe
reviewed annually to determine whether CCTV continues to be justified. It further states
thatitisnecessarytoestablishthesystemseffectivenesstoensurethatitisstilldoingwhat
itwasintendedtodo.Itisdoesnotachieveitspurpose,itshouldbestoppedormodified.

6.5 Audit

Regular independent random audits will check the operation of the scheme and the
compliancewiththecodeofpractice.Itwillconsiderthefollowing:

Thelevelofattainmentofobjectivesandprocedures
Randomauditsofthedatalogandreleaseofinformation
Thereviewpolicy
Standardcostsforthereleaseofviewingofmaterial
Thecomplaintsprocedure
Compliancewithprocedures

6.6 Complaints

Amemberofthepublicwishingtomakeacomplaintaboutthesystemmaydosothrough
Warwick District Council's complaint procedure. A copy of the complaints procedure is
availablefromthebelowaddress:

TheCCTVManager
WarwickDistrictCouncil
RiversideHouse
MilvertonHill
RoyalLeamingtonSpa
Warwickshire
CV325RL

A complaints procedure has been documented. A record of the number of complaints or
enquiriesreceivedwillbemaintainedtogetherwithanoutlineoftheactiontaken.

Whenacomplaintisreceivedawrittenacknowledgementwillbesentwithinthreeworking
days.Acopyofthecompletedcomplaintformwillalsobesentsothecomplainantcancheck
thatthedetailsarecorrect.

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Aninvestigationwillfollowandawrittenanswerwillbesenttothecomplainantwithinfifteen
workingdaysstatingthat:

theinvestigationiscompletegivingdetailsofanyproposedaction,or,theinvestigationhas
notbeencompletedgivingthereasonwhyandadatewhenafullreplycanbeexpected.

Shouldacomplainantnotbesatisfiedthereisanappealsprocedureandthisisdetailedinthe
fullcomplaintsprocedure.

Areportonthenumbersofcomplaintswillbecollatedbythesystemsmanagerordesignated
memberofstaffinordertoassesspublicreactionto,andopinionof,theuseofthesystem.
Theannualreportwillcontaindetailsofthenumbersofcomplaintsreceived,thetimetaken
toacknowledgeandrespondtocomplaints,themethodofreceivingandhandlingcomplaints
andthedegreeofsatisfactioninhandlingcomplaints.

6.7 Personnel

6.7.1 Securityscreening

Allpersonnelemployedtocontrol/operateormanagetheschemewillbesecurity
screenedinaccordancewithBritishStandard7858:Codeofpracticeforscreeningof
personnelinasecurityenvironment.

6.7.2 Training

All operators are or will be trainedto the criteria requiredby the private Security
IndustryAct2001andlicensedbytheSecurityIndustryAuthorityforPublicSpace
Surveillancesystems

Allpersonsemployedtoactasoperatorsofthesystemaretrainedtothehighest
available industry standard. Training has been completed by suitably qualified
personsandhasincluded:

Termsofemployment
Theuseofallappropriateequipment
Theoperationofthesystemsinplace
Themanagementofrecordedmaterialincludingrequirementsforhandlingand
storageofmaterialneededforevidentialpurposes.
AllrelevantlegalissuesincludingDataProtectionandHumanRights
Progressiontonationallyrecognizedqualifications
Recogniseandunderstandingprivacyanddisclosureissues
Thedisciplinarypolicy


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6.7.3 Contractors

There are special conditions imposed upon contractors carrying out works on the
system.ThesearedetailedintheProceduralManual,appendixM.Itshouldbenoted
thatwhereverpossiblecontractorsshouldnothavesightofanyrecordeddata.

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7.0CONTROLROOMMANAGEMENTANDOPERATION

7.1 AccesstoControlRoom

7.1.1 Accesstothemonitoringareawillbestrictlycontrolled.SecurityoftheControlRoom
shallbemaintainedatalltimes.

7.1.2 Onlythosepersonswithalegitimatepurposewillbepermittedaccesstothecontrol
andmonitoringRoom.

7.1.3 TheSupervisororinhis/herabsencetheDeputy,isauthorisedtodeterminewhohas
accesstothemonitoringarea.Thiswillnormallybe:

Operatingstaff
Themanager/Supervisor
Policeofficersrequiringtoviewimagesofaparticularincident,or
collecting/returningmediabeingconsideredforintelligenceorevidential
purposes.Thesevisitswilltakeplacebypriorappointment.
Engineersandcleaningstaff(Thesepeoplewillreceivesupervisionthroughout
theirvisit)
Independent Inspectors appointed under this Code of Practice may
visitthecontrolroomwithoutpriorappointment.
Organisedvisitsbyauthorisedpersonsincontrolledcircumstances

Allvisitorstothemonitoringarea,includingPoliceOfficers,willberequiredtosigna
visitorslogandadeclarationofconfidentiality.

7.2 Responsetoanincident

7.2.1 TheProceduralManualdetails:

Whatactionshouldbetaken
Whoshouldrespond
Thetimescaleforresponse
Thetimesatwhichtheobservationshouldtakeplace

7.2.2 A record of all incidents will be maintained in the incident log. Information will
includeanythingofnotethatmaybeusefulforinvestigativeorevidentialpurposes.

7.3 Whomakestheresponseandthetimescale

IncidentsofacriminalnaturewillbereportedtotheWarwickshirePolice.Theresponse
willbemadebythePoliceServiceinaccordancewiththeirpolicies.

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7.4Observationandrecordingofincidents

Recording will be throughout the 24 hour period in real time. Wherever possible the
systemwillbemonitored24hoursaday.Intheeventofanincidentbeingidentifiedthere
willbeparticularconcentrationonthescene.

7.5Asuccessfulresponse

7.5.1Thecriteriaformeasuringasuccessfulresponseare:

Agoodobservationalrecordoftheincident
Ashorttimescaleforresponsetotheincident
Identificationofasuspect
Thepreventionorminimisationofinjuryordamage
Reductionofcrimeanddisorder
Improvingpublicsafety
Restorationoftranquillity

7.6 OperationoftheSystembythePolice

a) ThereisamonitorandcontrolfacilityinstalledatspecificPoliceStations.Undercertain
circumstancesthePolicemaymakearequesttoassumeremotecontrolofanumber
ofcamerastowhichthisCodeofPracticeapplies.Followingagreementbythecontrol
room supervisor at the time, the Police communications supervisor will provide
sufficientinformationtotheoperatorofthegenuineneedforcontrol.

b) In the event of the police requesting use of the equipment from within the CCTV
control room to monitor situations, such a request will only be permitted on the
requestofaSuperintendentorhisdesignateddeputyandonlywiththepermissionof
the System manager or his designated deputy. The request should be in writing,
however,inemergenciesthiscanbeaverbalrequestwhichshouldthenbefollowedby
the written request as soon as practicable. The monitoring room will continue to be
staffedandequipmentoperatedby,onlythosepersonnelwhoareauthorisedtodoso
andwhofallwithinthetermsofthisCode.

c) Inveryextremecircumstancessuchasamajorincidentarequestmaybemadeforthe
Police to take total control of the system in its entirety, including the staffing of the
monitoringroomandpersonalcontrolofallassociatedequipment;totheexclusionof
allrepresentativesofthesystemowners.Arequestfortotalexclusivecontrolmustbe
madeinwritingbyaPoliceOfficernotbelowtherankofSuperintendent(ordesignated
deputy).

OncethepoliceundertakeanyoftheabovethebecomeresponsibleundertheDataProtection
Act1998.
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8.0 PRIVACYANDDISCLOSURESISSUES

8.1 Privacy

Cameras should not be used to infringe the individuals rights of privacy. The cameras
generallyaresitedwheretheywillnotbecapableofviewinganyresidentialproperties. If
itisfoundthereisapossibilitythatcameraswouldintrudeinprivateareas,privacyzones
wouldbeprogrammedintothecameraswherepossibleandCCTVoperators trained to
recogniseprivacyissues.

8.2 DisclosurePolicy

8.2.1 Thefollowingprinciplesmustbeadheredto:

a) AllemployeeswillbeawareoftherestrictionssetoutinthisCodeofPracticein
relationtoaccessto,anddisclosureof,recordedimages.
b) Images not required forthe purposes of thescheme will notberetainedlonger
thannecessary.However,onoccasionsitmaybenecessarytoretainimagesfor
longerperiod,wherealawenforcementbodyisinvestigatingacrimetogivethem
theopportunitytoviewtheimagesaspartofanactiveinvestigation.
c) The Data controller will only disclose to third parties who intend processing the
dataforpurposeswhicharedeemedcompatiblewiththeobjectivesoftheCCTV
scheme.
d) Monitors displaying images from areas in which individuals would have an
expectation of privacy will not be viewed by anyone other than authorised
employeesoftheuseroftheequipment.
e) Recordedmaterialwillonlybeusedforthepurposesdefinedintheobjectivesand
policy.
f) Accesstorecordedmaterialwillbeinaccordancewithpolicyandprocedures.
g) Information will not be disclosed for commercial purposes and entertainment
purposes.
h) Allaccesstothemediumonwhichtheimagesarerecordedwillbedocumented.
i) Access to recorded images will be restricted to those staff who need to have
accessinordertoachievethepurpose(s)ofusingtheequipment.
j)Viewingoftherecordedimagesshouldtakeplaceinarestrictedarea.

8.2.2Beforedataisviewedbyathirdpartythemanagershouldbesatisfiedthatdatais:

a) Thesubjectofacomplaintordisputethatisunanswered
b) Theoriginaldataandtheaudittrailismaintainedthroughout
c) NotpartofacurrentcriminalinvestigationbythePolice,orlikelytobeso
d) Notpartofacivilproceedingorlikelytobeso
e) Notremovedorcopiedwithoutproperauthority

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f) The image obtained is aimed at identifying individuals or information relating


toanindividual.

8.3 Accesstorecordedimages

Accesstorecordedimageswillberestrictedtothemanagerordesignatedmemberofstaff
whowilldecidewhethertoallowrequestsforaccessbythirdpartiesinaccordancewiththe
disclosurepolicy.

8.4 Viewingrecordedimages

Viewingofrecordedimagesshouldtakeplaceinarestrictedarea.Otheremployeesshouldnot
beallowedtohaveaccesstothatareawhenviewingistakingplace

8.5Operators

All operators are trained in their responsibilities in relation to access to privacy and
disclosureissues,inadditiontobeinglicensedaspreviouslymentioned..

8.6RemovalofmediumforViewing

The removal of medium on which images are recorded, for viewing purposes, will be
documentedinaccordancewithDataProtectionprinciplesandtheproceduralmanual.

8.7Accesstodatabythirdparties

8.7.1 Access to images by third parties will only be allowed in limited and prescribed
circumstances.InthecaseoftheWarwickDistrictCouncilCCTVschemedisclosurewill
belimitedtothefollowing:

a) law enforcement agencies where the images recorded would assist in a specific
criminalenquiry
b) prosecutionagencies
c) legalrepresentatives
d) themedia,whereitisassessedbythePolicethatthepublicsassistanceisneeded
inordertoassistintheidentificationofvictim,witnessorperpetratorinrelation
toacriminalincident.Aspartofthatassessmentthewishesofthevictimofan
incidentshouldbetakenintoaccount.
e) Thepeoplewhoseimageshavebeenrecordedandretained(DataSubject)unless
disclosure to an individual would prejudice the criminal enquiries or criminal
proceedings.

8.7.2 Allrequestsforaccessorfordisclosurewillberecorded.Ifaccessordisclosureis
denied,thereasonshouldbedocumented.
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8.7.3Ifaccesstoordisclosureoftheimagesisallowed,detailswillbedocumented.

8.7.4 Recordedimagesshouldnotinnormalcircumstancesbemademorewidelyavailable,
forexample,theyshouldnotberoutinelymadeavailabletothemediaorplacedon
theinternet.

8.7.5 If it is intended that the images will be made more widely available, that decision
should be made by the manager or designated member of staff and the reason
documented.

8.7.6 Theownershouldnotundulyobstructabonefidethirdpartyinvestigationtoverify
theexistenceofrelevantdata.

8.7.7 The owner should not destroy data that is relevant to previous or pending search
requestwhichmaybecomethesubjectofasubpoena.

8.7.8 Theownershoulddecidewhichotheragencies,ifany,shouldhaveaccesstodataand
itshouldbeviewedliveorrecordedbutacopyshouldneverbemadeorreleased.

8.8Disclosureinthepublicinterest

Requeststoviewpersonaldatathatdonotfallwithintheabovecategoriesbutthatmaybeinthe
publicinterestshouldbeconsidered.Examplesmayincludepublichealthissues,communitysafety
orcircumstancesleadingtothepreventionordetectionofcrime.Materialreleasedtoathirdparty
forthepurposesofcrimepreventionordetection,shouldbegovernedbypriorwrittenagreement
withtheChiefConstable.

MaterialmaybeusedforbonafidetrainingsuchasPoliceorstafftraining.

8.9Datasubjectaccessdisclosure

8.9.1 Allstaffinvolvedinoperatingtheequipmentmustbeabletorecognisearequestfor
accesstorecordedimagesbydatasubjectsandbeawareofindividualsrightsunder
thissectionoftheCodeofPractice.

8.9.2 Individuals whose images are recorded have a right to view the images of
themselves and, unless they agree otherwise, to be provided with a copy of the
images.Thismustbeprovidedwithin40calendardaysofreceivingarequest.

8.9.3 Data subjects requesting access will be provided with a standard subject access
request form (Appendix A) and accompanied leaflet (Appendix B) describing the
typesofimagesrecordedandretainedandthepurposesforrecordingandretention.

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8.9.4 SubjectaccessrightsaregovernedbySection7oftheDataProtectionAct1998and
includethefollowingprovisions:

afeeispaidforeachsearch
apersongivessufficientandaccurateinformationaboutadate,timeandplace
informationrequiredastotheidentificationofthepersonmakingtherequest.
theDataControlleronlyshowsinformationrelevanttothesearch

8.9.5 Ifacopyisrequested,itwillbenecessarytoascertainwhethertheimagesobtained
areaimedatlearningabouttheDataSubjectsactivities.Ifthisisnotthecaseand
thereasbeennocapturedimagesofidentifiableindividualsorinformationrelating
toindividualsthenthismaynotfallwithintheDataProtectionAct1998andaccess
maybedenied.Anyrefusalshouldbedocumented

8.9.6 If on the other hand images have been obtain and CCTV used to focus on the
activities of particular people either by directing cameras at an individuals
activities,lookingoutforparticularindividualsorexaminingrecordedCCTVimages
to find things out about the people in them such as identifying a criminal or a
witness or assessing how an employee is performing. These activities will still be
coveredbytheDPAandreferenceshouldbemadetoSection8.2.2oftheseCodes
ofPracticepriortothereleaseofsuchdata.

8.9.7 If images of third parties are also shown with the images of the person who has
madetheaccessrequest,considerationwillbegivenastowhetherthereisaneed
toobscuretheimagesofthirdparties.Ifprovidingtheseimageswouldinvolvean
unfairintrusionintotheprivacyofthethirdparty,orcauseunwarrantedharmor
distress,thentheyshouldbeobscured.Inmanycases,imagescanbedisclosedas
therewillnotbesuchintrusion.

8.9.8 Thesubjectaccessrequestwillbedealtwithpromptlyandinanycasewithin40days
ofreceiptoftherequestorwithin40daysofreceivingalltheinformationrequired.

8.9.9 All subject access requests should be dealt with by the manager or designated
memberofstaff.

8.9.10 Asearchrequest should provide sufficient information to locate thedatarequested


(e.g. within 30 minutes for a given date and place). If insufficient information is
provided a data controller may refuse a request until sufficient information is
provided.

8.9.11Undercertaincircumstances(Section29oftheDataProtectionAct1998)themanager
ordesignatedmemberofstaffcandecidethatasubjectaccessrequestisnottobe
compliedwith.Insuchcasestherefusalwillbedocumented.

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8.10 Provisionofdatatotheindividual

Theowner/managerhavingverifiedthevalidityofarequestshouldproviderequestedmaterialtothe
individual. Where a decision has been made that third parties should not be identifiable, then
arrangements will be made to disguise or blur the images in question. It may be necessary to
contractthisworkouttoanotherorganisation.Wherethisoccurstherewillbeawrittencontract
withtheprocessorwhichspecifiesexactlyhowtheinformationistobeusedandtheprovisionof
explicitsecurityguarantees.TheprocedureoutlinedinWarwickDistrictCouncilsProceduralManual
willbefollowed.

Iftheindividualagreesitmaybepossibletoprovidesubjectaccessbyviewingonly.Ifthisisthecase:

Viewingshouldtakeplaceinacontrolledenvironment
Materialnotrelevanttotherequestshouldbemaskedoreditedout

8.11Otherrights

8.11.1 Allstaffinvolvedinoperatingtheequipmentmustbeabletorecognisearequestfrom
an individual to prevent processing likely to cause substantial and unwarranted
damagetothatindividual.

8.11.2 In relation to a request to prevent processing likely to cause substantial and


unwarranteddamage,themanagerordesignatedmemberofstaffsresponseshould
indicatewhetherheorshewillcomplywiththerequestornot.

8.11.3 Thememberordesignatedmemberofstaffmustprovideawrittenresponsetothe
individual within 21 days of receiving the request setting out their decision on the
request.

8.11.4 If the manager or designated member of staff decide that the request will not be
compliedwith,theymustsetouttheirreasonsintheresponsetotheindividual.

8.11.5Acopyoftherequestandresponsewillberetained.

8.12MediaDisclosure

DisclosureofimagesfromtheCCTVsystemmustbecontrolledandconsistentwiththepurpose
for which the system was established. For example, if the system is established to help prevent
anddetectcrimeitwillbeappropriatetodiscloseimagestolawenforcementagencieswherea
crimeneedstobeinvestigated,butitwouldnotbeappropriatetodiscloseimagesofidentifiable
individualstothemediaforentertainmentpurposesorplacethemontheinternet.Imagescanbe
releasedtothemediaforidentificationpurposes;thiswillnotgenerallybedonebyanyoneother
thanalawenforcementagency.

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9.0 RECORDEDMATERIALMANAGEMENT

9.1 RetentionofImages

Images,whicharenotrequiredforthepurpose(s)forwhichtheequipmentisbeingused
will not be retained for longer than is necessary. As mentioned previously, on occasions
imagesmayneedtoberetainedforlongerperiodsasarequirementofaninvestigationinto
crime.Whileimagesareretainedaccesstoandsecurityoftheimageswillbecontrolledin
accordancewiththerequirementsoftheDataProtectionAct.

9.1.1 Recorded material should be of high quality. In order for recorded material to be
admissibleinevidencetotalintegrityandcontinuitymustbemaintainedatalltimes.

9.1.2 Security measures will be taken to prevent unauthorised access to, alteration,
disclosure,destruction,accidentallossordestructionofrecordedmaterial.

9.1.3 Recordedmaterialwillnotbereleasedtoorganisationsoutsidetheownershipofthe
systemotherthanfortrainingpurposesorundertheguidelinesreferredtopreviously.

9.1.4 Images retained for evidential purposes will be retained in a secure place where
accessiscontrolled.

9.2 QualityandMaintenance

In order to ensure that clear images are recorded at all times the equipment for making
recordings and the associated security equipment including, help points and public address
systemswillbemaintainedingoodworkingorderwithregularservicinginaccordancewith
themanufacturersinstructions.Intheeventofamalfunctiontheequipmentwillberepaired
within specific time scales which will be scheduled within the maintenance agreement. All
documentationrelatingtotheequipmentanditsservicingandmalfunctionisretainedinthe
controlroomandwillbeavailableforinspectionandaudit.

9.3 DigitalRecordings

In a digital CCTV system, the register should show the life of the recorded media at all
stageswhilstintheownerspossession.Sucharegistermayalsoshowitselftobeusefulin
enablingevaluationoftheCCTVscheme.

Theregistershouldincludethefollowing:

1)uniqueequipmentreferencenumber(s);
2)time/date/personremovingmediumfromsecurestorageforuse;
3)time/date/personreturningmediumtosecurestorageafteruse;

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4) remarks column to cover additional points (e.g., erase/destroy/handed over to law


enforcementagencies/removedfromrecordingmachine);
5) time and date of delivery to the law enforcement agencies, identifying the law
enforcementagencyofficerconcerned;
6) in the event of a nonautomated system of erasure of data, the time/date/person
responsibleforerasureand/ordestruction.
7)Detailsofallreviewsofimages,includingpersonspresentandresults

9.4 MakingRecordings

DetailsoftherecordingproceduresaregivenintheProceduralManual.

Recordingmediumscontainingoriginalincidentsshouldnotbereplayed,unlessabsolutely
essential, to avoid any accident, damage or erasure. If recorded images need to be
reviewedthereasonsanddetailsofthosepresentwillbeloggedandthemediumreturned
tosecurestorage,ifappropriate.

9.5VideoPrints

Videoprintswillonlybemadewhenabsolutelynecessary.Allvideoprintswillremainthe
propertyoftheschemeowner.Thetakingofvideoprintswillberecordedinaregisterto
beretainedinthecontrolroom.






















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10.0 DOCUMENTATION

10.1 Log books must be sequential in order that pages or entries cannot be removed and
fullandaccuraterecordskept.

10.2 Logs

Anaccuratelogofoperatorworkingtimeswillbemaintained.Eachoperatorwillmaintain
alogofanyeventoroccurrenceincluding:

a) changeofoperatoridentifyingtheoperatorondutyatthatworkstationandshowing
that:
thecorrecttimewasbeingdisplayed
therecordingequipmentappearedtobeoperatingcorrectly
b) incidents including details of time, date, location, nature, name of operator dealing
andactiontaken
c) routine camera patrols, whether taken manually or through the utilisation of preset
times
d) Privacyzones,detailingwhere,foranyreason,itisnecessarytoencroachonprivate
areasthatarenotpartofthecontractualpatrol
e)helppointactivity
f)publicaddressuse

10.3 Administrativedocuments

Thefollowingshallbemaintained:

mediatrackingregister
occurrence/incidentBook
visitorsregister
maintenanceofequipment,whetherroutineorbreakdown
staffsigningonandoffduty
videoprintlog
listofinstalledequipment

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Appendix'A'
SubjectDataAccessForm

HowtoApplyForAccessToInformationHeldOntheCCTVSystem

Thesenoteexplainhowyoucanfindoutwhatinformation,ifany,isheldaboutyouontheCCTVSystem.
YourRights
Subjecttocertainexemptions,youhavearighttobetoldwhetheranypersonaldataisheldaboutyou.Youalsohave
arighttoacopyoftheinformationinapermanentformexceptwherethesupplyofsuchacopyisnotpossibleor
would involve disproportionate effort, or data does not fall within the Data Protection Act 1998 or if you agree
otherwise.WarwickDistrictCouncilwillonlygivethatinformationifitissatisfiedastoyouridentity.Ifreleaseofthe
information will disclose information relating to anotherindividual(s), who can be identified from that information,
theWarwickDistrictCouncilisnotobligedtocomplywithanaccessrequestunless

Theotherindividualhasconsentedtothedisclosureofinformation,or
It is reasonable in all the circumstances to comply with the request without the consent of the other
individual(s)

WarwickDistrictCouncilCCTVSystemRights
Warwick District Council may deny access to information where the Act allows or does not apply. The main
exemptionsinrelationtoinformationheldontheCCTVSystemarewheretheinformationmaybeheldfor:

Preventionanddetectionofcrime
Apprehensionandprosecutionofoffenders
WheretheDataprotectionAct1998doesnotapply(Wherenotusedtocaptureidentifiableindividualsor
informationrelatingtoindividuals)
Andgivingyoutheinformationmaybelikelytoprejudiceanyofthesepurposes.

Fee
Afeeof10ispayableforeachaccessrequest,whichmustbeinpoundssterling.Cheques,PostalOrders,etc.should
bemadepayabletoWarwickDistrictCouncil.

THEAPPLICATIONFORM:(N.B. ALL sections of the form must be completed. Failure to do so may delay your
application.)

Section 1 Asks you to give information about yourself that will help us confirm your identity. We have a duty to
ensurethatinformationitholdsisensureanditmustbesatisfiedthatyouarewhoyousayyouare.
Section 2 Asks you to provide evidence of your identity by producing TWO official documents (which between
them clearly show your name, date of birth and current address) together with a recent full
photographofyou.
Section3Thedeclarationmustbesignedbyyou.

When you have completedand checked thisform,take or send it together with the requiredTWO identification
documents,photographandfeeto:
WarwickDistrictCouncil
RiversideHouse
MilvertonHill
RoyalLeamingtonSpa
CV325RL

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SECTION1 AboutYourself
Theinformationrequestedbelowistohelpus(a)satisfyitselfastoyouridentityand(b)findanydataheldaboutyou.
PLEASEUSEBLOCKCAPITALLETTERS

Title(tickboxasappropriate) Mr Mrs Miss Ms


Othertitle(e.g.Dr.,Rev.,etc.)
Surname/familyname

Firstnames

Maidenname/formernames

Sex(tickbox) Male Female


Height
DateofBirth
PlaceofBirth Town

County


Your Current Home Address
(towhichwewillreply)

PostCode

A telephone number will be helpful in Tel.No.


caseyouneedtobecontacted.

Ifyouhavelivedattheaboveaddressforlessthan10years,pleasegiveyourpreviousaddressesfortheperiod:
Previousaddress(es)

Datesofoccupancy From: To:

Datesofoccupancy From: To:

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SECTION 2 ProofofIdentity

TohelpestablishyouridentityyourapplicationmustbeaccompaniedbyTWOofficialdocuments
thatbetweenthemclearlyshowyourname,dateofbirthandcurrentaddress.

Forexample:abirth/adoptioncertificate,drivinglicense,medicalcard,passportorotherofficial
documentthatshowsyournameandaddress.

Alsoarecent,fullfacephotographofyourself.

Failuretoprovidethisproofofidentitymaydelayyourapplication.

SECTION 3 SupplyofInformation

You have a right, subject to certain exceptions, to receive a copy of the information in a
permanentform.Doyouwishto:

(a) Viewtheinformationandreceiveapermanentcopy YES / NO

(b) Onlyviewtheinformation YES / NO

SECTION 4 Declaration

DECLARATION(tobesignedbytheapplicant)

TheinformationthatIhavesuppliedinthisapplicationiscorrectandIamthepersontowhomit
relates.

Signedby Date

Warningapersonwhoimpersonatesorattemptstoimpersonateanothermaybeguiltyofan
offence.

NOWpleasecompleteSection4andthenchecktheCHECKbox(onpage5)beforereturning
theform.

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SECTION 5 ToHelpusFindtheInformation

If the information you have requested refers to a specific offence or incident, please complete
thisSection.

Please complete a separate box in respect of different categories/incidents/involvement.
Continueonaseparatesheet,inthesameway,ifnecessary.

Iftheinformationyourequirerelatestoavehicle,property,orothertypeofinformation,please
completetherelevantsectionoverleaf.

Wereyou:(tickboxbelow)

Apersonreportinganoffenceorincident

Awitnesstoanoffenceorincident

Avictimofanoffence

Apersonaccusedorconvictedofanoffence

Otherpleaseexplain

Date(s)andtime(s)ofincident

Placeincidenthappened

Briefdetailsofincident

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Beforereturningthisform HaveyoucompletedALLSectionsinthisform?

Pleasecheck: HaveyouenclosedTWOidentificationdocuments?

Haveyousignedanddatedtheform?

Haveyouenclosedthe10.00(tenpound)fee?

Pleaseallowsufficienttimefortheapplicationtobeprocessedwithinthe31daytimeperiod.

FurtherInformation:

Thesenotesareonlyaguide.ThelawissetoutintheDataProtectionAct,1998,obtainablefrom
TheStationeryOffice.Furtherinformationandadvicemaybeobtainedfrom:

TheOfficeoftheInformationCommissioner
WycliffeHouse,WaterLane,
Wilmslow,Cheshire,
SK95AF.
Tel.(01625)545745

Please note that this application for access to information must be made direct to Warwick
DistrictCouncil(addressonPage1)andNOTtotheInformationCommissioner.

OFFICIALUSEONLY

PleasecompleteALLofthisSection(refertoCHECKboxabove).

Applicationcheckedandlegible? DateApplicationReceived

Identificationdocumentschecked? FeePaid

Detailsof2Documents(seepage3) MethodofPayment

ReceiptNo.

DocumentsReturned?

MemberofStaffcompletingthisSection:
Name Location

Signature Date

AppendixB
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CCTVSCHEMELEAFLET

TheDataProtectionAct1998







CCTVINOPERATION

ThisbrochurecontainsadviceandinformationregardingdatarecordedbytheCCTVsystemandgainingaccessto
thatdata.
WarwickDistrictCouncil
RiversideHouse
MilvertonHill
RoyalLeamingtonSpa
CV325RL

Appendix'C'
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THEPURPOSESFORWHICHIMAGESARERECORDED

FulldetailsoftheprinciplesandcriteriaunderwhichthissystemoperatesmaybefoundintheCCTVcodeofPractice.
Theaimsandkeyobjectivesofthesystemare:

ThefollowingpurposeshavebeenestablishedfortheWarwickDistrictCouncilCCTVandassociatedsystems:

(a) reducingthefearofcrime

(b) deterringandpreventingcrime

(c) assistinginthemaintenanceofpublicorderandreducingoffencesinvolvingvandalismandnuisance

(d) encouragingtheuseofthefacilitiesofferedbyWarwickDistrictCouncil

(e) providinghighqualityevidencewhichmayassistinthedetectionofcrimeandtheapprehensionandprosecution
ofoffenders

(f)protectingproperty

(g) providingassistancewithcivilclaims

(h) providingassistancewithissuesrelatingtopublicsafetyandhealth

(i) providingassistanceandreassurancetothepublicinemergencysituations

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WARWICKDISTRICTCOUNCIL

CCTVSCHEME

CODEOFPRACTICE




Copies of the Code of Practice are available free of charge on application to the CCTV System
Manager.




RECORDEDIMAGES

TheCCTVsystemoperates24hoursperday,everydayoftheyear.Allcamerasarecontinuously
recorded.

Allrecordingsareretainedforaminimumof31days.Ifnolegitimaterequestsforretentionof
the recording has been made it is then erased. All requests for retention of recordings are
consideredagainsttheprovisionsoftheDataProtectionAct,HumanRightsActandtheCodeof
Practice.

Thestorage,processinganduseoftherecordeddataobtainedbytheCCTVsystemisguidedby
thefollowinggeneralprinciples.

Recorded data will only be used for the purposes defined in the Code of Practice and in
accordancewiththeprovisionsoftheDataProtectionActandHumanRightsAct.

AccesstorecordeddatashallonlytakeplaceinthecircumstancesdefinedintheCodeofPractice
andtheprovisionsoftherelevantlegislation.

Recorded data will not be sold or used for commercial purposes or the provision of
entertainment.

Theshowingofrecordeddatatothepublicwillonlybepermittedinaccordancewiththelawin
relationtotheinvestigation,prosecutionorpreventionofcrime.

DatareleasedshallremainthepropertyofWarwickDistrictCouncil.

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DISCLOSUREPOLICY

DisclosureofdataobtainedbytheCCTVSystemwillonlybecommittedinaccordancewiththe
relevantlegislationandthecriteriacontainedwithintheCodeofPractice.

In every case a written application in an approved format, clearly showing the reasons for the
requestisrequired.

Thecodeliststhirdpartiesfromwhorequeststoviewdatawillberegardedasprimaryrequests
andsetsoutcircumstancesinwhichsuchapplicationsmaybemade.

Thirdpartiesinclude:

ThePolice;FireService;H.M.Customs&Excise;WarwickDistrictCouncil(SpecificOfficers);Other
statutoryprosecutingbodies(e.g.TradingStandards,MinistryofDefencePolice;BritishTransport
Police;etc);solicitors;plaintiffs/defendantsandpersonsexercisingtheirrightsofsubjectaccess
undertheDataProtectionAct1998.


SUBJECTACCESS

If you wish to exercise your rights of subject access as provided for in section 7 of the Data
Protection Act 1998 you will be required to make the request in writing on a standard subject
accessrequestform.

AllrequestsforsubjectaccesswillbedealtwithbytheCCTVManageroranominateddeputy.A
writtenresponsetotherequestwillbeprovidedwithin40daysofreceipt,eithersettingoutthe
steps intended to take to comply with the request or setting out the reason for refusing the
request.

Afee,notexceedingtheprescribedmaximum,maybelevied.

TheDataProtectionCommissionerhaspublishedaCodeofPracticeforUsersofpublicareaCCTV
Systems. A copy of this code may be obtained on application to the Data Protection
Commissioner.




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