CCTV Policy
Centre E Community Hub
CCTV Policy version 1.a
Operated by: Youth Ely Hub CIO
Address: Centre E Community Hub, 24 Barton Road, Ely, CB7 4DE
Email: cctv@centreeely.com Phone: +44 (0)1353 505759
Purpose of CCTV
Our lawful basis for processing CCTV data under UK GDPR is Legitimate Interests. We believe our use of CCTV throughout the centre and outside spaces is necessary to:
Ensure the safety and security of users, visitors, and staff.
Protect the building, facilities, and equipment from damage, theft, and misuse.
Ensure people are not accessing the facility outside of their agreed booking periods.
Use of CCTV & Safeguarding
CCTV is not used for live monitoring except in emergent situations; outside of this special circumstance, recordings are reviewed only when an incident is reported.
Users of the centre must ensure their own safeguarding policies and DBS checks are in place for activities involving children or vulnerable people. Safeguarding responsibility remains the responsibility of the organisers and supervisors of activities within the centre at all times.
Centre E Community Hub and Youth Ely Hub CIO does not routinely monitor CCTV footage for safeguarding purposes/investigations, except in limited circumstances as permitted by law or should a legal request come from an organisation eg. The Police.
Location of Cameras
Various visible cameras are positioned around the building, both interior and exterior.
Our CCTV system covers areas belonging to Centre E Community Hub only and does not include public highway, pavements or public spaces outside of our premises.
Data Protection & GDPR Compliance
Youth Ely Hub CIO is the Data Controller for all CCTV recordings and data and is registered with the Information Commissionerās Office (ICO).
CCTV footage is collected and stored in compliance with the UK GDPR and the Data Protection Act 2018.
Access to footage is strictly limited to authorised Youth Ely Hub CIO trustees and staff.
We will never share CCTV footage with third parties unless required by law (e.g. the police or a court order) or to comply with a valid subject access request.
Retention of CCTV Footage
Footage is stored for a minimum of 30 days and no more than 180 days.
Recordings may be kept for longer where storage capacity allows, as issues often come to light after subsequent billing periods.
When footage is no longer required or storage capacity is exceeded, it will be securely deleted, automatically by our system.
Access to CCTV Footage (Subject Access Requests)
You have the right to request CCTV footage of yourself under data protection law.
Requests will be responded to within 1 month and must be made in writing to:
CCTV, Office 10, Centre E Community Hub, 24 Barton Road, Ely, CB7 4DE
We may need to request proof of identity before releasing any footage.
We may need to mask or withhold parts of footage where other individualsā privacy would be compromised without us doing so.
We reserve the right to refuse access if providing footage would infringe on another personās privacy rights or where exemptions under data protection legislation apply.
Sharing with Authorities
CCTV recordings may be shared with:
Law enforcement agencies for the investigation or prevention of crime.
Insurers or legal representatives, but only when legally required or permitted.
Signage & Transparency
This notice is displayed in accordance with the Information Commissionerās Office (ICO) guidelines to ensure all visitors and users are aware of CCTV use within the building.
Contact
For more information about our CCTV system or data protection, please contact:
CCTV, Office 10, Centre E Community Hub
24 Barton Road, Ely, CB7 4DE
Email: cctv@centreeely.com
Phone: +44 (0)1353 505759
For Subject Access Requests, please make these requests in writing, to the above address. Please ensure to include an email address, phone number and postal address for us to be able to contact you on to either discuss access to or deliver the requested footage.
For complaints about or CCTV or data processing, please contact the ICO.
Data Protection Impact Assessment (DPIA)
Centre E Community Hub
CCTV Data Protection Impact Assessment (DPIA)
Operated by: Youth Ely Hub CIO
Address: Centre E Community Hub, 24 Barton Road, Ely, CB7 4DE
1. Project Overview
DPIA Reference | CCTV-001 |
|---|---|
Project Name | CCTV System ā Centre E Community Hub |
Project Owner | Youth Ely Hub CIO/Trustees |
Date Created | 09/09/2025 |
Review Date | 08/09/2026 |
Prepared By | Simon Pittock (Trustee) |
2. Purpose of CCTV
To ensure the safety and security of visitors, staff, and property.
To prevent and detect unauthorised access outside of booking periods.
To protect the building, facilities, and equipment from damage, theft, or misuse.
3. Description of the CCTV System
Aspect | Details |
|---|---|
Number of Cameras | 3 |
Camera Locations | Main Hall (Above Hub Corridor door), Above Hub door, Annex Lobby |
Camera Types | Fixed / Dome |
Recording Method | Digital Network Video Recorder (NVR) |
Live Monitoring | Not routinely monitored ā only reviewed when incidents are reported |
Audio Recording | No |
Retention Period | Minimum 30 days, up to 180, subject to storage capacity |
Remote Access | Yes ā by Simon Pittock only, via an app secured by encryption, password & Samsung Secure Folder |
4. Lawful Basis for Processing
Under UK GDPR, our lawful basis for operating CCTV is:
Article 6(1)(f) ā Legitimate Interests
Our legitimate interest is to maintain the safety and security of users, staff, and property, and to prevent and detect unauthorised access or criminal activity.
5. Data Collected
Type of Data | Collected | Purpose |
|---|---|---|
Video images of visitors, staff, contractors, and users | Yes | Security, safety, and access control |
Audio recordings | No | Ā |
Vehicle number plates | Yes | Security of car park and premises |
Special category data | No | Ā |
6. Risk Assessment
Risk | Likelihood | Impact | Mitigation Measures |
|---|---|---|---|
Unauthorised access to CCTV footage | Low | High | Password-protected NVR with encrypted footage. Access is limited to Simon Pittock only and restricted to specific LAN sockets in management office. |
Excessive data retention | Medium | Medium | Automatic deletion after 180 days |
Capturing individuals in public areas | Low | Medium | Cameras positioned to avoid public highway/pavement |
Use of footage for safeguarding | Low | High | CCTV policy explicitly excludes safeguarding use except by lawful request |
Data breach or hack | Low | High | Encrypted storage, secure network, access logs maintained |
7. Impact on Individualsā Privacy
Individuals may be captured while visiting or using Centre E facilities.
Children are at times present, but must always supervised by DBS-checked organisers/users.
No public highway, pavements, or unrelated premises are recorded.
8. Consultation
Stakeholder | Consulted? | Details |
|---|---|---|
Trustees | Yes | CCTV policy reviewed and approved |
Centre Users | No | Ā |
ICO Guidance | Yes | Policy aligned with ICO CCTV Code of Practice |
Law Enforcement | No | Footage shared only when legally required |
9. Data Sharing & Subject Access Requests
Access to footage is strictly limited to authorised trustees (currently only Simon Pittock has access).
Footage may be shared with:
Law enforcement agencies for crime investigation/prevention.
Insurance providers where legally required.
Individuals making valid Subject Access Requests (SARs), where privacy rights of others are protected.
SARs (Subject Access Requests) are responded to within one calendar month.
10. Signage & Transparency
Prominent CCTV warning signs are displayed at all entrances and key areas.
The CCTV policy is publicly available within the building and on request.
Contact details for SARs and complaints are displayed clearly.
11. Approval & Review
Role | Name | Signature | Date |
|---|---|---|---|
Project Owner | Ā | Ā | Ā |
Data Controller | Ā | Ā | Ā |
Approved By | Ā | Ā | Ā |
Review Frequency: Annually, or sooner if:
Cameras are added, moved, or upgraded.
Retention period changes.
Data protection laws or ICO guidance are updated.
12. ICO Complaints
If an individual is dissatisfied with how we have handled their personal data, they can lodge a complaint with the Information Commissionerās Office (ICO):
š Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
š www.ico.org.uk
š 0303 123 1113