CCTV Management

From the UK’s leading supplier of CCTV Data Protection Media.

A comprehensive system for the logging, archiving and presentation of Digital Evidence which has been downloaded onto a media disc or encrypted portable memory device. This complete system is a must of all users of Video Surveillance, CCTV, Automatic Number Plate Recognition, Body Worn Camera (BWC) and Un-manned Aerial Vehicle (UAV) Drone surveillance systems.

  • The one box ‘data compliant’ evidence system all in one folder which can be “Own Branded”.
  • Triplicate Incident Download/Data removal report book – copy for each device and a file copy.
  • Matched Pairs of Discs or encrypted portable storage devices, Colour Coded – Red Archive Copy and Green Viewing Copy (Can be own branded, Call or email for sample).
  • Printed discs with pre­designed fields and serial numbers / bar­codes.
  • See through plastic disc wallets for Master and Working copy discs.
  • See through Media Evidence bags. ( CPS Standard ).
  • Available with CDR or DVD -/­+R & Blu­Ray discs.
  • CCTV CCTV Code of Practice (for completion by client).
  • ICO publication CCTV Code of Practice 2017.

Other management documentation available:

  • Client specific Policy and Code of Practice for Video Surveillance IP System (VSS), CCTV System/Electronic Access Control System (EACS), Visitor Management System (VMS), Automatic Number Plate Recognition (ANPR), Body worn Camera (BWC) and Unmanned Aerial vehicles (UAV) or Drones.
  • Visitor viewing DPA authorisation badge/log sheets.
  • CCTV Maintenance/ repairs Log.
  • CCTV DVR Recording check log.
  • DVR CD/DVD recording check log.
  • Master/Archive disc destruction log.
  • Hard drive & equipment tracking log.
  • Subject right of access application form.
  • Subject access applicant log
  • SIA security staff training log.

Basic DES Available from only £85 + VAT and Carriage

All our products and services conform to BS 7985:2015 CCTV Management and operation coded of practice and the Data Protection Act 2018 and Protection of Freedom Act 2012.

For information and pricing call or email Andy Brooks on 07773 291931

So what are the risks for not operating a system correctly?
The Information Commissioners Office (ICO) “now has teeth” and over the last four years can and has imposed financial penalties of up to £500,000 for a single breach of the Data Protection Act 2018 (DPA) to date and has fined organisations for Video Surveillance Systems (VSS) and Closed Circuit Television (CCTV) related breaches of the Data Protection Act.

Compliance with the DPA and Protection of Freedom Act 2012 (POFA) is a mandatory legal requirement for all organisations that use and operate VSS and CCTV systems for surveillance of people.

When installing or operating VSS or CCTV, the ICO must be notified correctly and the system operated in accordance with the ICO “CCTV Codes of Practice for CCTV” to ensure compliance with DPA. Often recorded evidence that was considered reliable does not comply with legislation and may be challenged within a court of law. Potentially a damaging and costly mistake which could have been easily prevented.

June 2013 saw a new Surveillance Camera Codes of Practice published, which has 12 guiding principles that VSS or CCTV and ANPR operators of public surveillance schemes in England and Wales are required to follow and recommends annual audits of systems be carried out.

TeleVigil Associates promotes “Surveillance by Consent” as is recommended by the Information Commissioners Office and Home Office. Compliance-Plus is a service which will include an independent audit that will verify system performance, operational management, staff awareness training, records and documentation in accordance with the Home Office Codes of practice all provided as a service that meets with the requirements of most organisations that operate VSS and CCTV with other security systems and is not just a “Box Ticking” exercise, but includes professional independent advice as may appropriate.

What are the new Codes of Practice and their relevance?

The latest Code of Practice was created following the passing of the Protection of Freedoms Act in September 2012, which promised “further regulation of CCTV.” In particular, the code has been written to safeguard issues of privacy, with one section saying that “any increase in the capability of surveillance camera system technology also has the potential to increase the likelihood of intrusion into an individual’s privacy.”

The Code only applies to public place surveillance camera and ANPR systems in England and Wales. NW Systems believes that the 12 guiding principles that the Code suggests system operators should follow would strengthen the case for the use of surveillance use in public places.


The guiding principles say that systems operators should abide by these principles:

  • Use of a surveillance camera system must always be for a specified purpose that is in pursuit of a legitimate aim and necessary to meet an identified pressing need.
  • The use of a surveillance camera system must take into account its effect on individuals and their privacy, with regular reviews to ensure its use remains justified.
  • There must be as much transparency in the use of a surveillance camera system as possible, including a published contact point for access to information and complaints.
  • There must be clear responsibility and accountability for all surveillance camera system activities including images and information collected, held, and used.
  • Clear rules, policies, and procedures must be in place before a surveillance camera system is used, and these must be communicated to all who need to comply with them.
  • No more images and information should be stored than that which is strictly required for the stated purpose of a surveillance camera system, and such images and information should be deleted once their purposes have been discharged.
  • Access to retained images and information should be restricted, and there must be clearly defined rules on who can gain access and for what purpose such access is granted; the disclosure of images and information should only take place when it is necessary for such a purpose or for law enforcement purposes.
  • Surveillance camera system operators should consider any approved operational, technical and competency standards relevant to a system and its purpose and work to meet and maintain those standards.
  • Surveillance camera system images and information should be subject to appropriate security measures to safeguard against unauthorised access and use.
  • There should be effective review and audit mechanisms to ensure legal requirements, policies, and standards are complied with in practice, and regular reports should be published.
  • When the use of a surveillance camera system is in pursuit of a legitimate aim, and there is a pressing need for its use, it should then be used in the most effective way to support public safety and law enforcement with the aim of processing images and information of evidential value.
  • Any information used to support a surveillance camera system that compares against a reference database for matching purposes should be accurate and kept up to date.
  • There are distinct differences in the detail of the code’s guiding principles, key among them the idea of “surveillance by consent.” Surveillance should only be deployed where the public is supportive of it, so that they do not feel they are being spied on.
When is VSS and CCTV covered by the Data Protection Act?
Most uses of VSS and CCTV will be covered by the Data Protection Act. This gives you the right to see information held about you, including VSS and CCTV images of you, or images which give away information about you (such as your car number plate). The Data Protection Act sets rules which VSS and CCTV operators must follow when they gather, store and release recorded images of individuals. The Information Commissioner can enforce these rules. You can see our advice to operators in our CCTV Code of Practice.

Some uses of VSS and CCTV are not covered by the Data Protection Act; for example, the use of cameras for limited household purposes (such as to protect a home from burglary) – even if the camera overlooks the street (for more information on this, see our FAQ). If you are concerned that CCTV is being used for harassment, anti-social behaviour or other matters dealt with under the criminal law, then these are matters for the police. Images taken for recreation, such as on mobile phones, digital cameras and camcorders, are also exempt from the Act. Law enforcement covert surveillance activities are covered by a separate Act – the Regulation of Investigatory Powers Act (RIPA) 2000 and the Regulation of Investigatory Powers (Scotland) Act (RIPSA) 2000.

What can I expect?
The VSS or CCTV operator must let people know they are using VSS and CCTV. Signs are the most usual way of doing this. The signs must be clearly visible and readable, and should include the details of the organisation operating the system if not obvious.

VSS and CCTV should only be used in exceptional circumstances in areas where you normally expect privacy – such as in changing rooms or toilets, and should only be used to deal with very serious concerns. The operator should make extra effort to ensure that you are aware that cameras are in use.

Conversations between members of the public should not be recorded on VSS or CCTV. (There are some specific exceptions to this, such as a panic button in a taxi cab or the charging area of a police custody suite).

What must a VSS or CCTV operator do?
Make sure someone in the organisation has responsibility for the images recorded, deciding what is recorded, how images should be used and who they should be disclosed to;

Notify with the Information Commissioner’s Office (check public register);

Have clear procedures on how to use the system and when to disclose information; and

Make regular checks to ensure the procedures are followed.

When can VSS and CCTV images be disclosed?
You have the right to see VSS and CCTV images of you and to ask for a copy of them. The organisation must provide them within 30 calendar days of your request, This is called a Data Subject Access Request. You will need to provide details to help the operator to establish your identity as the person in the pictures, and to help them find the images on their system.

VSS and CCTV operators are not allowed to disclose images of identifiable people to the media – or to put them on the internet – for entertainment. Images released to the media to help identify a person are usually disclosed by the police.

An organisation may need to disclose VSS and CCTV images for legal reasons – for example, crime detection. Once they have given the images to another organisation, then that organisation must adhere to the Data Protection Act in their handling of the images.

Public authorities are subject to the Freedom of Information Act 2000, or the Freedom of Information (Scotland) Act 2000. This Act allows members of the public to request official information by writing to the public authority, who must respond within 20 working days. If the images are those of the person making the request, then the request would be handled under the Data Protection Act as a Subject Access Request. If, however, other people are identifiable in the pictures, then the images would be considered personal information and it is likely they would be exempt from the Freedom of Information Act 2000

How long can an organisation retain VSS and CCTV images?
Organisations should have a retention policy. They should only keep the images for as long as necessary to meet the purpose of recording them.

We would welcome the opportunity to discuss your requirements and provide a proposal and cost for our service.

Call Andy Brooks now on 07773 291931. TeleVigil Associates – making sure it’s precisely right!