Purpose

This policy sets out a framework for the application of closed-circuit television (CCTV) surveillance systems at Badminton Hutt Valley (BHV).

Scope

This policy applies to any person who enters the BHV premises at 25 Vogel Street, including but not limited to:

  • all Members of BHV;

  • Clubs (and their members) of BHV;

  • Private Court Users;

  • BHV employees, volunteers and contractors; and

  • any member of the general public.

Definitions

BHV” means Badminton Hutt Valley

Executive Committee” means as defined in the BHV Constitution.

BHV Staff” means employees and volunteers.

CCTV” means closed circuit television which is a reference to camera surveillance systems that capture images and/or sound of individuals or information relating to individuals.

Authorised personnel means:

Role:

Role Capability:

Who:

CCTV Administrator

Full system access to all CCTV camera features and programming for maintenance purposes.

BHV CCTV Administrator (Nominated by Executive Committee)

BHV engaged Security Contractor

CCTV Operator

Majority system access for all

CCTV cameras on their site

including some programming

ability, live view, playback and export.

BHV Executive Committee

CCTV View Only

Live view, playback (no export)

Police by request

BHV Staff by request

Responsibility

The Executive Committee will:

  • Have overall responsibility for overseeing the implementation of this policy;

  • Work with the Privacy Officer to ensure BHV complies with the Privacy Act;

  • Be responsible for deciding operating hours and locations of CCTV; and

  • Ensuring that BHV Staff (employees and volunteers) are familiar with this policy.

Policy Statements

Objectives

BHV aims to provide a safe and secure environment to protect its staff, volunteers and users of their facilities by using CCTV to:

  • To protect members of the public and private property;

  • To protect the BHV facility and assets;

  • To assist the Executive Committee investigating player and/or staff related incidents;

  • To support the Police in a bid to deter and detect crime, assist in identifying, apprehending and prosecuting offenders;

  • To assist in managing BHV, particularly areas with high Health & Safety risks; and

  • The CCTV may also be used for ancillary purposes such as resource allocation and management.

Privacy Act

The operation of CCTV means that images of identifiable individuals will be collected, held and disclosed by BHV. Compliance with the Privacy Act principles is required by all BHV.

A Privacy Notice attached as Appendix I will be available to the public on the BHV website or in hard copy at the Office.

The System

  1. The system may comprise, but is not limited to, a range of: Fixed position cameras; Pan Tilt and Zoom cameras; Monitors; Multiplexers; digital recorders; Public information signs.

  2. Cameras will be located at various places on the premises and may be relocated from time to time. CCTV may cover (but is not limited to):

    1. Badminton Courts

    2. General circulation/Corridors/Hallways

    3. Lounge, kitchen, stairways

    4. Viewing gallery, gymnasium,

    5. Main driveway

  3. No camera will be hidden from view.

  4. Signage advising of CCTV equipment will be installed at entry points to the premises and close to the cameras where practicable. See Appendix II for a sample. The BHV website will also notify visitors that CCTV is operating.

  5. Any incidents or misconduct detected by CCTV will be handled in accordance with BHV Policies and Procedures.

  6. The placement of all CCTV equipment will not unreasonably intrude on the privacy of individuals

    1. For example, CCTV will not be used in areas such as bathrooms or changing areas.

    2. CCTV footage will only be viewed by authorised personnel who have first sought permission from the Executive Committee.

    3. Footage will be viewed in accordance with the purpose of the cameras as detailed in this policy.

  7. BHV Staff may view real time and recorded data that cover areas that they manage but may not keep recordings without going through the access storage and use process set out in this policy.

    1. BHV Staff must apply in writing giving reason(s) why they require real-time and recorded data

CCTV footage access, storage and use

  1. CCTV footage is stored on a secure hard drive or similar storage device.

  2. CCTV footage will record on the hard drive for no more than 365 days before being overwritten in a continuous recording cycle. Where an incident or suspected incident has been identified, and with the approval of the Executive Committee, a portion of the footage is to be retained for that incident.

  3. Any written request by an individual for a copy of the footage identifying them personally will be referred to the Executive Committee for consideration. An application form is attached in Appendix III for use by BHV Staff. Any response to a request will include considerations of the ease of access to the footage, and the need to protect other people’s privacy. If a request for a copy of the footage is unable to be granted without unreasonably breaching others’ privacy, a written description may be provided of activities in the footage pertaining to the individual requesting the information or a viewing of footage may be arranged. Any request will be responded to within 20 working days.

  4. The Executive Committee will allow access only of relevant CCTV footage to:

  • Authorised BHV Staff who have requested footage in terms of this policy;

  • Contractors on site specifically to work on the CCTV equipment at the request of the Executive Committee;

  • New Zealand Police or other public sector agency such as the Privacy Commissioner; and

  • Individuals who have formally requested information pertaining to themselves at the authorisation and direction of the Privacy Officer.

  1. When a request for access to the CCTV has been received and if the footage can be located, BHV will take measures to ensure the relevant footage is saved.

  2. BHV will take reasonable steps to ensure that public disclosure does not occur (i.e. not upload footage to internet, not publish still images in newspapers, not circulate it widely by email) unless the Police want it made public.

  3. BHV Executive Committee will take reasonable steps to check CCTV images are accurate, complete, relevant, and not misleading before using them.

  4. All access to CCTV images will be logged.

Complaints

  1. Any complaint about the CCTV will be received in accordance with BHV’s formal complaints process.

  2. Any complaint is to be forwarded in writing to the Executive Committee

Relevant Legislation

  • This policy has been created by BHV to protect the privacy of individuals and comply with its legal obligations under the Privacy Act 1993; and

  • The policy aims to follow best privacy practice to ensure that any image captured, collected and stored are handled in a confidential manner that protects an individual’s privacy. This policy deals with all CCTV installed at BHV.

Related Documentation

  • Privacy Act 1993 (Privacy Act 2020 from 1 December 2020)

APPENDIX I

CCTV Operation:

  1. BHV operates CCTV on its premises. This means information about what you are doing at BHV will be collected by BHV and held by BHV.

  1. Purposes of CCTV Operation:

The purpose of collecting information is to:

  • Deter criminal activity;

  • Increase personal safety of staff, members and visitors;

  • Protect BHV property;

  • Assist BHV to investigate player and/or staff incidents;

  • Protect property owned by others;

  • Assist to manage BHV particularly in health in safety sensitive areas; and

  • Resource allocation and maintenance.

  1. Disclosure of Information Held

The information collected may be disclosed to the Police and published by the Police if the Police decide that is desirable in the circumstances. The information collected may be accessed by BHV Executive Committee and used for the purposes in paragraph 2 above.

  1. Access to CCTV

Individuals identified on CCTV have the right to ask for access to footage about them and request that information be corrected. All requests will be dealt with under the Privacy Act.

Individuals who want to view footage about themselves need to sign the application form attached to the CCTV form.

APPENDIX II

Samples of Signage

CCTV Sample 1CCTV Sample 2CCTV Sample 3

APPENDIX III

Application Form for Access to CCTV Images

BHV uses Closed Circuit Television (CCTV) systems for the purposes of crime prevention, the prosecution of offenders, public safety and for the objectives set out in BHV’s CCTV Policy.  The Privacy Act 1993 gives you the statutory right of access to the CCTV images and any voice recordings we hold about you. Please complete this form if you wish to access a CCTV image.  If you require assistance, please contact the BHV Secretary (details listed below).

Name of person making the request

Address

Contact Number

Email Address

Details of image to be viewed

Date/Estimated time:

Location:

Reason for request:

I acknowledge that the footage provided will only be used within the terms and purposes of the Camera Surveillance Policy and will not be published on the internet or given to newspapers.

Signed and Dated:

Please return this form to BHV Secretary: hvbadassoc@xtra.co.nz

On receipt of your completed form, we will respond to your request in no more than 20 working days. If we encounter any difficulties in locating your image(s) we will keep you informed of our progress.

To be completed by BHV Privacy Officer:

Request Approve / Declined (please circle)

Reason if declined:

Signed and Dated:

Enquiry completed on:

July 2021