CCTV Policy

22nd Wimbledon Scout Group uses CCTV (closed circuit TV) to provide a safe and secure environment for all users of the premises and to protect the Group’s property. This policy details the use and management of the CCTV equipment and images in compliance with the Data Protection Act 1998 and the CCTV Code of Practice. The CCTV only records images, not audio.

Purpose

The purposes of the Group using CCTV systems include (but are not limited to):

To assist in the prevention or detection of crime or equivalent malpractice
To assist in the identification and prosecution of offenders
To monitor the security of the Group’s premises
To assist with the identification of unauthorised actions and to assist in providing relevant evidence if needed

Camera Coverage

Cameras are only outside and cover the driveway, car park, main entrance, sides of building and field.

Appropriate signs are displayed so that users are aware of the CCTV.

Recording and retention of images

The CCTV equipment is regularly maintained in order that images are as clear as possible. Images are recorded and automatically over-written every 7 days.

Access to and disclosures of images

Access and disclosures of images recorded on CCTV is restricted and will only be disclosed with the purposes for which they were originally collected.

Images will only be disclosed to other third parties in accordance with the purposes for which the system is used and will be limited to:

The police and other law enforcement agencies, where the images recorded could assist in the prevention or detection of crime or the identification and prosecution of an offender or the identification of a victim or witness.
Prosecution agencies, such as Crown Prosecution Service.
Relevant legal representatives.
Individuals whose images have been recorded and retained (unless disclosure would prejudice the prevention or detection of crime or the apprehension or prosecution of offenders).

The Group Scout Leader and Group Trustee Board Chair are the only persons who are permitted to authorise disclosure of images as detailed above.

All requests for disclosure and access to images will be documented, including the date of the disclosure, to whom the images have been provided and the reasons why they are required. If the disclosure is denied, the reason will be documented.

Individuals’ access rights

Under the Data Protection Act 2018/GDPR, individuals have the right on request to receive a copy of the personal data that the Group holds about them, including CCTV images if they are recognisable from the image.

If you wish to access any CCTV images relating to you, you must make a written request to the Group Trustee Board. Your request must include the date, time, location and reason for the request. The request will be processed within 30 days of the request.

The Group Trustee Board will review the images to check if the disclosure will reveal third party information as you have no right to access CCTV images relating to other people. If this is the case, we will endeavour to obscure their images. If we are unable to comply with your request because third parties in the images or access could prejudice the prevention or detection of crime or the apprehension or prosecution of offenders, you will be advised accordingly.

Implementation

The Group Trustee Board is responsible for the implementation of and compliance with this policy and the operation of the CCTV system and they will conduct a regular review of the Group’s use of CCTV. Any complaints or enquiries about the operation of the Group’s CCTV system should be addressed to gsl@22nd.org.uk

ICO Registration

Our registration number is: ZB520423

Sharing your information

Young people and other data subjects

We will normally only share personal information with adult volunteers holding an appointment in the 22nd Wimbledon Scout Group.

Adult volunteers

We will normally only share personal information with adult volunteers holding appropriate appointments within the line management structure of The Scout Association for the 22nd Wimbledon Scout Group as well as with The Scout Association Headquarters as independent data controllers.

All data subjects

We will however share your personal information with others outside of 22nd Wimbledon Scout Group where we need meet a legal obligation. This may include The Scout Association and its insurance subsidiary (Unity Insurance Services), local authority services and law enforcement. We will only share your personal information to the extent needed for those purposes.

We will only share your data with third parties outside of the organisation where there is a legitimate reason to do so.

We will never sell your personal information to any third party.

Sometimes we may nominate a member for national awards, (such as Scouting awards or Duke of Edinburgh awards) such nominations may require us to provide contact details and award nomination details, such as citations to that organisation. We may also share data on award nominees for National Honours Awards, including the same data as above.

Where personal data is shared with third parties, we will seek assurances that your personal data will be kept confidential and that the third party fully complies with the GDPR and DPA 2018.

How we store your personal data

We generally store personal information in the following ways:

The online membership system of The Scout Association. This system is used for the collection and storage of adult volunteer personal data and training.

Online Scout Manager - is the online membership system of Online Youth Manager, this system is used for the collection and storage of youth member personal data. https://www.onlinescoutmanager.co.uk/security.html

Google Drive – shared drive which can be accessed by all section team members in the group this is used for storing Risk Assessments, programme information, camps and section information. https://policies.google.com/privacy

Dropbox – controlled by the Group Lead Volunteer and used for storage of photos and electronic file backup. https://www.dropbox.com/en_GB/privacy

In addition, adult volunteers may hold some personal data on local spreadsheets/databases.

Printed records and data held while attending events - paper is sometimes used to capture and retain some data for example:

Gift Aid administration
Event registration
Health and contact records forms (for events)
Events coordination with event organisers

Paper records for events may be used rather than relying on secure digital systems, as often the events are held where internet and digital access will not be available. We will minimise the use of paper to only what is required for the event.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

How we provide this privacy notice

A link to this website page is provided to those whose data is being processed by us. A printed version is also available on request.

Your rights

As a Data Subject, you have the right to object to how we process your personal information. You also have the right to access, correct, sometimes delete and restrict the personal information we use. In addition, you have a right to complain to us and to the Information Commissioner’s Office (www.ico.org.uk).

Unless subject to an exemption under the GDPR and DPA 2018, you have the following rights with respect to your personal data:

The right to be informed – you have a right to know how your data will be used by us.
The right to access your personal data – you can ask us to share with you the data we have about you. This is a Data Subject Access Request.
The right to rectification – this just means you can update your data if it’s inaccurate or if something is missing. Adult members will be able to edit and update some information directly on The Scout Association’s adult membership system.
The right to erasure – this means that you have the right to request that we delete any personal data we have about you. There are some exceptions, for example, some information will be held by The Scout Association for legal reasons.
The right to restrict processing – if you think that we are not processing your data in line with this privacy notice then you have the right to restrict any further use of that data until the issue is resolved.
The right to data portability – this means that if you ask us we will have to share your data with you in a way that can be read digitally – such as a pdf. This makes it easier to share information with others.
The right to object – you can object to the ways your data is being used.
Rights in relation to automated decision making and profiling – this protects you in cases where decision are being made about you based entirely on automated processes rather than a human input, it’s highly unlikely that this will be used by us.

Website Cookies

Forms related cookies

When you submit data through a form such as those found on our contact pages or comment forms, cookies may be set to remember you your user details for future correspondence.

Third Party Cookies

In some special cases we also use cookies provided by trusted third parties. The following section details which third party cookies you might encounter through this site.

This site uses Google Analytics which is one of the most widespread and trusted analytics solutions on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.

For more information on Google Analytics cookies, see the official Google Privacy information page.

Who to contact

If you have any queries relating to this Privacy Notice or our use of your personal data, please contact us by emailing the Group Lead Volunteer, Graham Fairclough at gsl@22nd.org.uk

Version number and date of the last review

Version 1 January 2025