CCTV monitoring policy template

Overview

This CCTV Monitoring Policy outlines the procedures and guidelines for the use of Closed-Circuit Television (CCTV) surveillance systems at [Company Name]. The purpose of this policy is to ensure the lawful, ethical, and responsible use of CCTV systems to enhance security, protect assets, and ensure the safety of employees, customers, and visitors.

Scope

This policy applies to all employees, contractors, and visitors who have access to areas covered by CCTV surveillance systems on [Your Company Name] premises.

General Principles

Purpose of CCTV Monitoring

• To deter and prevent criminal activity, including theft, vandalism, and unauthorised access to premises.
• To enhance the security of employees, customers, and visitors.
• To monitor and maintain safety and operational standards.
• To investigate and respond to security incidents and breaches of company policies and procedures.

[Company Name]] will not use CCTV for monitoring your work or finding out whether or not you are complying with our policies and procedures. CCTV evidence may be used against an you in disciplinary proceedings only where such evidence tends to show, in the reasonable belief of [Company Name], that you are guilty of serious misconduct. 

Placement of CCTV Cameras

• CCTV cameras will be strategically placed in areas where there is a legitimate need for surveillance, such as entrances, exits, reception areas, parking lots, and high-security zones.
• Cameras will not be installed in areas where individuals have a reasonable expectation of privacy, such as toilets, changing rooms, or private offices, unless there are exceptional circumstances and legal authorisation is obtained.
• Covert CCTV will only ever be set up for the investigation or detection of crime or serious misconduct. The use of covert CCTV will be justified only in circumstances where the investigator has a reasonable suspicion that the crime or serious misconduct is taking place and where CCTV use is likely to be a proportionate means of securing evidence.

Access to CCTV Footage

• Access to CCTV footage will be restricted to authorised personnel, including security staff and designated managers.
• Employees may request access to CCTV footage for legitimate business purposes, such as investigating security incidents or resolving disputes.
• Requests for access to CCTV footage must be made in writing to the Security Manager or designated HR representative.

Retention and Storage of CCTV Footage

• CCTV footage will be retained for a defined period, as required by law and company policy.
• Retention periods will vary depending on the nature of the footage and its relevance to security, safety, or legal proceedings.
• Once the retention period expires, CCTV footage will be securely deleted or overwritten, unless it is required for ongoing investigations or legal purposes.

Data Protection and Privacy

• [Company Name] is committed to protecting the privacy and data rights of individuals captured by CCTV surveillance.
• CCTV footage will only be used for legitimate security, safety, and operational purposes and will not be shared or distributed without lawful authority.
• Individuals have the right to request access to CCTV footage containing their personal data under the General Data Protection Regulation (GDPR). Requests must be made in writing to the Data Protection Officer.

Compliance with Laws and Regulations

• [Company Name] will comply with all relevant laws, regulations, and guidelines governing the use of CCTV surveillance, including the Data Protection Act, GDPR, and Human Rights Act.
• Any deviations from this policy must be authorised by senior management and documented accordingly.

Training and Awareness

• Employees responsible for monitoring CCTV systems will receive training on their responsibilities, legal obligations, and ethical considerations.
• Regular awareness campaigns will be conducted to educate employees, contractors, and visitors about the presence and purpose of CCTV surveillance on [Your Company Name] premises.

Review and Updates

• This CCTV Monitoring Policy will be reviewed periodically to ensure its effectiveness and compliance with legal and operational requirements.
• Updates and amendments to the policy will be communicated to all relevant stakeholders.

Enforcement

• Non-compliance with this policy may result in disciplinary action, up to and including termination of employment or contract.
• Any breaches of security or misuse of CCTV systems will be thoroughly investigated and appropriate corrective actions will be taken.

Contact Information

For questions or concerns regarding this CCTV Monitoring Policy, please contact the Security Manager or the designated HR representative.