Introduction

Closed-circuit television (CCTV) is installed at the Practice premises for the purposes of patient, staff and premises security. Cameras are located in the reception, lobby and

the external area of the premises.

The use of CCTV falls within the scope of the Data Protection Act 1998 (“the 1998 Act”). This

code of practice follows the recommendations issued by the Data Protection Commissioner

in accordance with powers under Section 51 (3)(b) of the 1998 Act.

In order to comply with the requirements of the 1998 Act, data must be:

• Fairly and lawfully processed
• Processed for limited purposes and not in any manner incompatible with those purposes

• Adequate, relevant and not excessive
• Accurate
• Not kept for longer than is necessary
• Processed in accordance with individuals' rights
• Secure 

In Summary

1) CCTV is in place in the reception of the premises.

2) CCTV has been installed solely for the safety and security of our patients, staff and premises.

3) Images are captured 24 hours a day, seven days a week and are processed via our CCTV capturing devices. These devices are securely protected and only the owner of the practice and the data protection officer have access to the equipment. The owner regularly checks that the CCTV devices are working as intended.

4) The CCTV only captures images and does not record audio.

5) Signs informing visitors that CCTV is in place can be found at the reception area of the premises.

6) We inform visitors to our website that CCTV will be in operation.

7) The recording devices have the capability of transferring data to external cloud-based storage for cooperation with the relevant authorities. We only ever do this where there is

cause to believe the safety and security of patients/staff has been compromised. We do not ever share images with other third parties.

8) Visitors to the practice have the right to request to see images of themselves on CCTV as part of a Data Protection request. Like all Data Protection requests, this request must be made in writing and the same exceptions apply. There is no charge for this (unless there is an exceptional level of work collating the data). We will also require information that will allow us to identify the visitor and the date/time of the visit.

9) We have followed the CCTV guidelines produced by the Information Commissioners’

Office, https://ico.org.uk/for-organisations/guide-to-data-protection/ throughout.

Data protection statement

1. Mr Zahid Ahmad is the Data Controller under Section 4(4) of the Act.
2. CCTV is installed for the purpose of staff, patient and premises security.
3. Use of images, including the provision of images to a third party, will be in accordance with the Practice’s Data Protection registration.

4. Signage is displayed at the premises and on the Practice website stating the presence of CCTV.

Retention of images

Images from cameras are recorded on a disc/computer system (“the recordings”).

The recordings are made and retained for the purposes of security of staff, patient and

premises, these will be held in secure storage, and access control. Recordings will not be

retained for longer than thirty days.

Access to images

It is important that access to, and disclosure of, images recorded by CCTV and similar

surveillance equipment is restricted and carefully controlled, not only to ensure that the

rights of individuals are preserved, but also to ensure that the chain of evidence remains

intact should the images be required for evidential purposes. 

Access to images by practice staff

Access to recorded images is restricted to the owner of Portree Dental Practice and the data protection officer who will decide whether to allow requests for access by Data Subjects and/or third parties

Viewing of images must be documented as follows:

• The name of the person removing from secure storage, or otherwise accessing, the recordings

• The date and time of removal of the recordings
• The name(s) of the person(s) viewing the images (including the names and organisations of any third parties)

• The reason for the viewing
• The outcome, if any, of the viewing
• The date and time of replacement of the recordings 

Removal of images for use in legal proceedings

In cases where recordings are removed from secure storage for use in legal proceedings, the

the following must be documented:

• The name of the person removing from secure storage, or otherwise accessing, the recordings

• The date and time of removal of the recordings
• The reason for the removal
• Any crime incident number to which the images may be relevant
• The place to which the recordings will be taken

• The signature of the collecting police officer, where appropriate
• The date and time of replacement into secure storage of the recordings

Access to images by third parties

Requests for access to images will be made in writing. There is no charge for this (unless there is an exceptional level of work involved in collating the data)

The Data Controllers of Portree Dental Practice