CCTV

Thames Valley Skiff Club

CCTV Surveillance Policy

 

1.  Policy Statement   

  • The purpose of this document is to set out the position of the club as to the management, operation and use of CCTV and applies to all CCTV systems installed at the club premises, including both indoor and outdoor areas. It covers the installation, operation, and maintenance of the CCTV system, as well as the handling and storage of recordings
  • This policy applies to all members of the club, visitors to the clubhouse and its surroundings and all other persons whose images may be captured by the CCTV system.

2.  Purpose of CCTV

  • To deter and prevent unauthorized access, vandalism, and other criminal activities.
  • To enhance the safety and security of members and visitors.
  • To assist in the investigation of incidents and provide evidence for legal proceedings if necessary.
  • To monitor and manage the use of club facilities and ensure compliance with club rules and byelaws.

3.  CCTV System Operation

  • CCTV cameras may be installed in strategic locations throughout the club premises. Cameras will be sited in positions where they are clearly visible to members and visitors.
  • Cameras will not be sited in any areas where members or visitors have an expectation of privacy, such as changing rooms or toilets.
  • The system will operate 24/7 however cameras may not be set to record at all times when the club is normally in use with the emphasis of use being out of hours security.
  • The committee will authorize up to three members of the club to operate, monitor and access CCTV systems and recordings. The names of those authorized will be recorded in the committee minutes. In the event of any change of the authorized members all passwords and PINs used to access all methods used to operate and monitor CCTV systems and recordings will be changed.
  • At the request of the Hon Secretary and Chairperson, recorded images which are stored by the CCTV system may be shared with the officers and committee allowing them to review reported incidents
  • Recordings will be stored securely by a contracted third party for a period of 30 days, after which it will be automatically deleted unless required for an ongoing review.
  • The CCTV system will be reviewed regularly to ensure its proper functioning and effectiveness and maintained as required

4.  Privacy and Data Protection

  • The club is committed to respecting the privacy of individuals and will comply with all relevant data protection laws.
  • Signs will be displayed in prominent locations to inform individuals that CCTV surveillance is in operation.
  • Access to recordings will be restricted to authorized members only and will be used solely for the purposes outlined in this policy.
  • Recordings will be stored securely and protected from unauthorized access, alteration, or disclosure.
  • Disclosure of images must be authorized by the Hon Secretary and the Committee Chairperson.

 

5.  Applications for Disclosure of Images

  • Any individual recorded in any CCTV image is a data subject for the purposes of the Data Protection Legislation and has a right to request access to those images.
  • Individuals have the right to request access to their personal data captured by the CCTV system, in accordance with data protection laws.
  • Requests by individuals for images relating to themselves via a Subject Access Request should be submitted in writing to The Hon Secretary together with proof of identification. In order to locate the images on the system sufficient detail must be provided by the data subject in order to allow the relevant images to be located and the data subject to be identified.
  • Where the club is unable to comply with a Subject Access Request without disclosing the personal data of another individual who is identified or identifiable from that information, it is not obliged to comply with the request unless satisfied that the individual has provided their express consent to the disclosure, or if it is reasonable, having regard to the circumstances, to comply without the consent of the individual.
  • In limited circumstances it may be appropriate to disclose images to a third party, such as when a disclosure is required by law, in relation to the prevention or detection of crime or in other circumstances where an exemption applies under relevant legislation. A request for images made by a third party should be made to the Hon Secretary.
  • A log of any disclosure requests made under this policy will be held by The Hon Secretary itemising the date of request; requestor; the circumstances in respect to whether the image contained third parties; image date, time and camera; reason for the disclosure; date of decision and/or release, name of authorisers.
  • Where information is disclosed, the club must ensure information is transferred securely.
  • CCTV recordings must not be further copied, distributed, modified, reproduced, transmitted or published for any other purpose.

6.  Responsibilities

  • The officers and committee of the club are responsible for the implementation and enforcement of this policy.
  • The authorized members are responsible for the operation and monitoring of the CCTV system.
  • All members are expected to comply with this policy and report any concerns or incidents to the Hon Secretary. Any member who knowingly does not comply with this policy may be expelled in accordance with Rule 10.

7.  Review and Amendments 

This policy will be reviewed annually and updated as necessary to ensure its continued effectiveness and compliance with relevant laws and regulations. Any amendments to this policy will be communicated to members.

 

November 2025