Our responsibilities
This privacy notice tells you what to expect when our CCTV cameras and related surveillance equipment managed by the Conwy County Borough Council, record media and capture data which could contain personal information.
We are responsible for managing the information we hold and recognise that this information is important to you. We take our responsibilities seriously and will use personal information fairly, correctly and safely in line with the legal requirements set out by current Data Protection legislation.
We are required to have a lawful basis in order to process your data. For Public Space CCTV our lawful basis is as a ‘public task’ and our main purpose for doing this is set out in our CCTV Code of Practice as ‘to provide a safe environment for those who live, trade, visit and work in the area’
We also have secondary CCTV and Surveillance systems across the Borough and the Public Space CCTV Department act as a Single Point of Contact for these.
Why we need your information
In order to determine what lawful basis and purpose we have for processing your data and therefore why we need it, we will carry out a Privacy Impact Assessment on each CCTV Scheme and Surveillance System and document this in conjunction with a CCTV Code of Practice in line with our responsibilities.
We will publish this information where possible on our CCTV Web pages.
Ways in which we collect your information
Face to face:
We may keep a record of your visit to us to assist us in the delivery and improvement of the services that we provide to you and to others. Any such records e.g. Visitor signing in book which may include personal information will be kept securely.
Telephone calls:
Ordinarily we will inform you if we record or monitor any telephone calls you make to us. We may do this to increase your security; so that we have a record of a call taking place and/or for training and quality purposes.
Social Media:
Conwy Public Space CCTV have a Twitter account, for more information about how Twitter process information please see Privacy Policy
Emails:
If you email us we may keep your email as a record that you have made contact. This includes your email address. We will not include any personal or otherwise confidential information in any email we send to you unless it is sent securely or you have agreed to us contacting you with this information in this way.
We use Egress Switch to encrypt and protect email in line with our email polices, for more information please see Egress | Privacy policy
CCTV and Surveillance Systems:
We have Public Space CCTV in 15 towns across Conwy County Borough Council and we also manage stand alone systems in key buildings locations etc. Signs will be prominently displayed notifying you that CCTV is in operation and providing you with details of who to contact for further information about them.
CCTV Camera Location Map
We will only disclose CCTV images to third parties for the purposes of public safety and the prevention and detection of crime.
Video Evidence Locker:
All recorded media from cameras and surveillance systems which may contain personal data will be held securely in evidence lockers with restricted access and in line with local retention polices.
Database:
Conwy Public Space CCTV record every incident captured on an electronic database called Fusion Incident. We use the data collected in Fusion to compile and publish statistics e.g. Annual Reports, which will show information like the number of incidents and requests we receive, but not in a form which identifies anyone.
We retain personal information only for as long as necessary to carry out these functions, and in line with our retention schedule.
Other websites:
On our website you will find links to other external websites, which we have provided for your information and convenience. This privacy notice applies solely to Conwy County Borough Council. We are not responsible for the content of those sites. When you visit other websites, we recommend that you take time to read their privacy notices.
What we will do with your information
When deciding what personal information to collect, use and hold, we are committed to making sure that we will:
- only collect, hold and use personal information where it is necessary and fair to do so.
- keep your personal information secure and safe.
- securely dispose of any personal information when it is no longer needed.
- be open with you about how we use your information and who we share it with.
- adopt and maintain best practice high standards in handling any personal information.
We may disclose personal information to a third party, but only where it is required by law, where that third party needs that information to provide you with a service on our behalf or where it is otherwise allowed under the Data Protection legislation. We will strive to make sure that the third party has sufficiently robust systems and procedures in place to protect your personal information.
How long we will hold your information
- We will not keep your information any longer than necessary. CCTV recordings are mostly kept for 31 days but this may be dependent on their location and purpose. Our document retention schedules contain information about how long we keep different types of information.
- When we dispose of personal information, we will do so in a secure way.
Who we may share your information with
Your personal information may be shared within Conwy County Borough Council or with external partners and agencies involved in delivering services on our behalf. They will only have access to your information if it is needed to provide you with a service.
The Council may also provide personal information to third parties, but only where it is necessary, either to comply with the law or where permitted under Data Protection legislation. Examples of third parties who we may share your information with include (but are not limited to):
- Police
- H M Revenue & Customs (HMRC)
- UK Border Agency (UKBA)
- Regulatory bodies such as Environmental Services
If your personal information is transferred outside the European Economic Area (EEA) for any reason we will ensure that safeguards are in place to protect it to at least the same standard applied within the EEA.
Your information rights
Under Data Protection legislation you, as the “Data Subject”, have the following rights.
You have the right to:
- Access the information we hold about you.
- Request that we rectify any information about you that is incorrect. Simple inaccuracies, such as address changes will be made, however, depending on the purpose for use. Records, including statements and opinions may not be changed, but there will be the option for you to provide a supplementary statement, which will be added to the file.
- Request that records we hold about you are erased.
- Restrict the use of the information we hold about you if you have raised an objection, whilst your objection is investigated.
- Request that any information that you have provided to us is given back to you in a format that you can give to another service provider if required.
- Object to the use of your personal information, including automated decision making and profiling.
- Make a complaint to the Information Commissioners Office if you are not satisfied with how the information held about you has been handled.
How to access the information we hold about you
You have the right to request a copy of your personal information, including video footage that we hold about you. If you would like to do so, please contact the Data Protection Officer by email or by post giving us as much detail as possible about the information you require. See how to contact us below.
Data Protection - Applying for your data
You will receive a copy of the information held about you along with an explanation of any codes used or other clarification that may be necessary.
Requesting that someone else look at your information on your behalf
You can request that someone else looks at your records on your behalf. To do this you will need to give us consent in writing informing us of who you want to look at the information for you. If a relative, legal representative or someone else wishes to look at the records of a person who is not able to give their consent, this will only be allowed where it can be shown to be in the best interest of the person concerned.
How to contact us
To exercise any of your rights under the Data Protection legislation please contact us:
Information Governance Unit
Conwy County Borough Council
Bodlondeb
Conwy
LL32 8DU
If you are not happy with the response you receive from us you have the right to make a complaint.
To Conwy County Borough Council at: Complaint
To the Information Commissioner’s Office at:
ICO Wales
2nd Floor
Churchill House
Churchill Way
Cardiff
CF10 2HH
Telephone: 029 2067 8400
Fax: 029 2067 8399
Email: wales@ico.org.uk
Website: www.ico.org.uk