Policies

Status: Final

Adopted: Adopted by Resolution of the Council on: 26th October 2026  

Prepared by: G. McCarthy, Parish Clerk

Review Date: October 2027, or sooner if legislation or operational experience dictates

Version: 2026: Updated to reflect current legislation, best practice guidance, and operational arrangements  

Legislative Basis:
Protection of Freedoms Act 2012
Surveillance Camera Code of Practice (2021, updated 2026)
UK General Data Protection Regulation (UK GDPR)
Data Protection Act 2018

Information Commissioner Office (ICO)
Registration Number: Z1985277
For the purposes of processing personal data

1. Introduction
North Somercotes Parish Council and the North Somercotes Playing Field operate CCTV at the Luke Walmsley Pavilion, Playing Field, and public toilets to promote public safety, deter anti‑social behaviour, protect Council and Playing Field property, and support crime prevention.  This policy explains how the Council and Playing Field manage and control CCTV in accordance with UK legislation.

2. Legal Framework

2.1 Protection of Freedoms Act 2012
This Act governs the use of surveillance cameras in public spaces.  Local authorities must ensure CCTV is used proportionately, transparently, and only for legitimate purposes.

2.2 Surveillance Camera Code of Practice (12 Principles)
The Council must “pay due regard” to the Code’s 12 principles:
2.2.1 Purpose  
CCTV must have a clearly defined and lawful purpose.
2.2.2 Necessity  
CCTV must only be used when necessary to meet that purpose.
2.2.3 Proportionality  
CCTV use is limited to what is necessary and proportionate to the Council’s aim of safety, security, and the prevention of crime and anti-social behaviour
2.2.4 Transparency  
Clear and visible signage is displayed to ensure the public is informed when CCTV is in operation. 
2.2.5 Accountability  
The Council must demonstrate compliance with the Code.
2.2.6 Data Minimisation  
Only relevant footage should be captured and retained.
2.2.7 Security  
Footage must be stored securely and protected from misuse.
2.2.8 Access Control  
Only authorised personnel may access or view footage.
2.2.9 Retention  
Footage must be kept only for as long as necessary.
2.2.10 Accuracy  
CCTV systems must produce clear, usable images.
2.2.11 Review  
The Council must regularly review the system’s effectiveness.
2.2.12 Lawful Sharing  
Footage may only be shared when legally justified.
2.3 UK GDPR & Data Protection Act 2018
CCTV images are personal data.  The Council must ensure lawful processing, secure storage, limited access, and appropriate retention.

3. Purpose of CCTV

3.1 Safety
To promote safety for users of the Luke Walsmey Pavilion and Playing Fields, public toilets and adjacent areas. 
3.2 Crime Prevention
To deter vandalism, anti‑social behaviour, and criminal activity.
3.3 Asset Protection
To safeguard Council and Playing Fields property and facilities. 
3.4 Law Enforcement Support
To assist police investigations when required.

4. System Ownership & Responsibility
4.1 Data Controller
North Somercotes Parish Council is the Data Controller for all CCTV images captured at the Luke Walsmey Pavilion Playing Fields and public toilets. 
4.2 Compliance Responsibility
The Council and Playing Fields are responsible for ensuring the system complies with the Surveillance Camera Code of Practice and all relevant Data Protection legislation.

5. Access to CCTV System & Footage

5.1 Authorised Access Only
Access to the CCTV system and the physical storage cupboard is restricted to authorised personnel.   These individuals hold the keys and system login credentials required to operate or review CCTV footage in line with Council procedures. 
5.2 Parish Council Access
Access to CCTV footage is managed by authorised key-holders in line with the Council’s procedures.  The Parish Clerk does not routinely hold the keys or independent access to the CCTV system.  The Responsible Financial Officer is the current authorised officer. Where required for Council business, the Clerk may view footage or be provided temporary access by authorised personnel.  All access is recorded and carried out in line with the Surveillance Camera Code of Practice. 
5.3 Councillor Access
Councillors do not have access unless formally authorised by a Council resolution for a specific purpose. 
5.4 Future Access Arrangements
The Council and Playing Field Committee may review and formally assign authorised personnel as part of its governance responsibilities.  Access will always remain restricted to trained and authorised individuals only.
5..5 Playing Field Committee Access
Access to CCTV footage is managed by authorised key-holders in line with the Council’s and Playing Field’s procedures.
6. Use of CCTV Footage
6.1 Legitimate Use Only
Footage may only be accessed or reviewed for security concerns, incident investigation, lawful police requests, or compliance with legal obligations.
6.2 Prohibited Use
CCTV will never be used to monitor staff, councillors, facilities users or residents for reasons unrelated to legitimate Council or the Playing Field’s business. As outlined in section 3 above.

7. Requests for Footage

7.1 Public Requests
Members of the public cannot be provided with CCTV footage.
7.2 Clerk’s Role
The Clerk may receive requests but cannot independently access or retrieve footage.  All requests are logged and passed to authorised personnel for assessment, as noted in 5.2 and 5.5 above.
7.3 Police Requests
Police requests are prioritised and will be handled promptly by authorised personnel.

8. Signage
8.1 Public Awareness
Clear signage is overtly displayed at the Luke Walsmley Pavilion and Paying Fields and public toilets, informing the public that CCTV is in operation, in line with the Surveillance Camera Code of Practice.

9. Retention & Storage

9.1 Retention Period
Footage is retained for up to 30 days unless required for an active investigation when the relevant footage will be downloaded. unless required when then relevant footage 
9.2 Secure Storage
Footage is stored securely and automatically overwritten Downloaded footage and images will be deleted. when no longer needed.

10. Data Security

10.1 Controlled Access
Only authorised personnel may access or view CCTV footage.

10.2 System Review
The Council will conduct an annual review of the system’s effectiveness and compliance.

11. Data Breaches

11.1 Reporting
Any suspected CCTV data breach must be reported immediately to the Parish Clerk, who will follow the Council’s Data Breach Procedure.

12. Review of Policy

12.1 Annual Review
This policy will be reviewed annually or sooner if legislation or operational needs change.