The CCTV rules and regulations for businesses are extensive, but cannot be ignored.
We help businesses in all industries install compliant CCTV surveillance in the UK, and we understand the various use cases and industry considerations that can impact what’s required from the business.
So we put together a compliance checklist to help you understand how to comply.
A breakdown of your responsibilities
By setting up surveillance at your business, you are taking responsibility for what you do with personal data and how you comply with legal requirements throughout the lifespan of your surveillance systems.
The CCTV compliance checklist
Pre-installation
Before installing your CCTV systems, you must:
- Pay the personal data protection fee – Any form of surveillance and monitoring that processes personal data of identifiable individuals requires a fee to be paid to the Information Commissioner’s Office (ICO).
- Confirm responsibility – Clarify who has responsibility and control of processed information within your organisation and who makes decisions about how it can be used.
- Prepare records – Document your responsibilities as an organisation for processing information through CCTV, the purpose of lawfully using CCTV and any data sharing and retention agreements.
- Take the DPIA – The Data Protection Impact Assessment (DPIA) is a legal requirement for what is termed ‘high-risk data processing’. If your CCTV system is located in a public area or monitors people in the workplace, you are required to take the assessment.
- Set up regular reviews – As a standard practice, conduct regular reviews of the personal data you process and update documentation accordingly.
Getting set up
Once you’ve got all the legal requirements in place, it’s time to set up your systems.
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When your systems are installed, you must display signs that inform people they are being recorded. They need to be visible and readable, so consider:
- Size – medium or large signs are best to capture attention, and be visible from far away
- Readability – ensure high colour contrast, large, simple and heavy-weight font
- Location – find spaces within the monitored areas that are less likely to be obstructed by vehicles, equipment, etc.
When in use
You’re at the finish line! Now everything is up and running. There are some principles to abide by as you monitor your premises:
- You must actively control who can view the recordings within your business
- Securely store all footage and data processed
- Establish and maintain the retention period of your footage (this should have been implemented in step 1)
- When people request to view the footage you recorded of them, you must provide it free of charge within 1 calendar month
Industry-specific considerations
Generally, CCTV compliance rules remain the same, but in some instances, the rules are stricter.
Workplaces
Surveillance is prohibited in private areas such as changing rooms and break rooms, and covert monitoring (when employees are unaware of the surveillance) is only permitted in exceptional circumstances, like criminal investigations.
Healthcare
Hospitals and clinics handle highly sensitive personal data, and so CCTV requires meticulous DPIAs and adherence to stricter conditions under the GDPR Act for processing health data.
Education
Child safety is the primary concern in schools and educational facilities, so monitoring must be transparent and non-intrusive. This means ensuring clear awareness and signage, and no monitoring in areas like toilets or non-public staff rooms.
Public-facing businesses
For hospitality and retail, the focus is on crime prevention and safety. Cameras should be positioned to cover relevant areas like entrances and stockrooms without capturing excessive public space or neighbouring private areas.
Dashcams & in-vehicle cameras
Using in-vehicle cameras follows a similar approach. Passengers or other road users must be informed of the monitoring, like using stickers that justify the use of cameras (e.g. insurance claims) and managing footage securely.
Audio recording in vehicles is generally not allowed unless you have a strong justification and explicit notice to passengers.
Financial services
High-security environments like banks can justify a more extensive security system setup, but they must strictly comply with data protection laws due to the sensitivity of the data processed.
Get your CCTV surveillance set up today
If you’re ready to invest in robust, cost-effective CCTV security, get in touch with our team by phone or email.
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