CCTV Policy
1. Purpose of this policy
This policy explains how the Crawley Lawn Tennis Club uses CCTV, how recordings are managed, and how the club meets its legal responsibilities. The club recognises the need to balance safety and security with respect for individual privacy.
2. Purpose of CCTV
The club uses CCTV for the following purposes:
- To help maintain the safety and security of members, visitors and volunteers
- To protect club property and facilities
- To support the enforcement of club rules and procedures
- To assist in the investigation of incidents, accidents or suspected misconduct
CCTV is not used for routine monitoring of individuals.
3. Legal basis
The club operates CCTV in line with:
- UK General Data Protection Regulation
- Data Protection Act 2018
- Guidance from the Information Commissioner’s Office
The lawful basis for processing CCTV footage is the club’s legitimate interest in ensuring safety, security and proper use of its facilities.
4. Location of cameras
Cameras are positioned only in areas where there is a clear need for security or safety. Cameras are not installed in private areas such as toilets or changing rooms.
Clear signage is displayed to inform people that CCTV is in operation.
5. Access to recordings
Access to CCTV recordings is strictly limited.
- Only members appointed to the club’s management team are authorised to view recordings
- These individuals are appointed by the general membership, annually at the Annual General Meeting
- All authorised users understand their responsibility to handle footage confidentially and lawfully
Volunteers, members and other individuals are not permitted to access recordings unless required by law.
6. Use of recordings
CCTV footage may be viewed or used only for the purposes set out in this policy. This may include:
- Reviewing incidents involving safety, security or damage
- Supporting disciplinary procedures where club rules may not have been followed
- Providing evidence to the police or insurers when required
Footage will not be shared with third parties unless there is a lawful reason to do so.
7. Storage and retention
- Recordings are stored securely
- Access is protected by appropriate technical and physical controls
- Footage is kept only for as long as necessary, normally no longer than 30 days
- Footage required for an investigation may be retained for longer, but only while needed
Once no longer required, recordings are securely deleted.
8. Requests for footage
Individuals have the right to request access to CCTV footage that includes them.
- Requests must be made in writing
- The club may need proof of identity before responding
- Requests will be handled within the timescales set by data protection law
Footage may be edited or withheld where it would identify other individuals or where an exemption applies.
9. Misuse of CCTV
Any misuse of the CCTV system or recordings is taken seriously. Misuse may result in disciplinary action and, where appropriate, further action under the law.
10. Review of this policy
This policy is reviewed regularly by the management team and updated as required to ensure it remains appropriate and compliant with legal requirements.