Manor House Lane Allotment Association
(Birmingham)
CCTV and Use of Cameras Policy
Date adopted: [Insert date]
Next review: [Insert date, e.g. one year from adoption]
1. Purpose and Scope
This policy explains how the Manor House Lane Allotment Association (“the Association”) and its
members use Closed-Circuit Television (CCTV) and other cameras on the allotment site. The policy
aims to ensure lawful, fair, and transparent use of cameras, protect privacy, and prevent misuse. It
applies to CCTV operated by the Association and cameras used by individual plot holders.
2. Legal Framework
This policy is based on the UK General Data Protection Regulation (UK GDPR), the Data Protection
Act 2018, and guidance from the Information Commissioner’s Office (ICO).
3. Data Controller
For CCTV owned and operated by the Association, the Data Controller is:
The Secretary or Chairman
Manor House Lane Allotment Association
Email: [To be confirmed]
For cameras operated by individual plot holders, each plot holder is the Data Controller for their
own system and must ensure compliance with this policy and data protection law.
4. Association-Operated CCTV Systems
Purpose: To deter and detect vandalism, theft, and antisocial behaviour, protect property, and
promote safety.
Operation: Cameras cover communal areas, entrances, and car parks only; not individual plots or
private areas. Signs will be displayed. No audio recording.
Retention: Footage retained for up to 30 days unless required for investigation. Access is restricted
to authorised committee members and may be shared with police if necessary.
5. Plot Holders’ Use of Private CCTV or CamerasPlot holders may install their own cameras under these conditions:
5.1 Notification and Permission
– Written notification to the Committee is required before installation.
– The Committee may approve or request removal of systems breaching policy or privacy.
5.2 Camera Placement and Use
– Cameras must only record the plot holder’s own plot.
– Must not capture neighbouring plots, communal paths, or public areas.
– Audio recording is not allowed.
– Signage must be displayed if cameras are recording.
5.3 Data Storage and Management
– Plot holders must store footage securely (password protected, limited access).
– Retain recordings for 14–30 days only.
– Footage shared only with the Committee or police for investigations.
5.4 Misuse
Recording other members, monitoring neighbouring plots, or posting footage online is a breach of
tenancy rules and may lead to disciplinary action.
6. Personal Cameras and Mobile Devices
Members may take photos for personal use but must not photograph or film others without consent
or post identifiable images online without permission. Association event photos require consent.
7. Rights of Individuals
Individuals have the right to know when CCTV is used, request access to footage of themselves,
request correction or deletion, and complain to the ICO if misuse is suspected.
ICO: www.ico.org.uk | 0303 123 1113
8. Responsibilities
The Committee must ensure Association-owned CCTV is lawful and secure. Plot holders are
responsible for compliance with this policy for private cameras. Breaches must be reported to the
Secretary or Chairman.
9. Review
This policy will be reviewed annually or sooner if legal or operational changes occur.
Approved by the Committee on: [Insert Date]
Signed: _____________________ (Chairman)
Signed: _____________________ (Secretary)