CCTV Policy

There is a closed–circuit television system (CCTV) in use in Emmanuel College. The cameras only transmit their pictures to the Porters' Lodge where they can be viewed on a real–time basis, and are also recorded on a video software system for archive purposes, and for replay in the event of an incident.

The object of the CCTV system is:

To create a safer working environment for Fellows, staff and students and our visitors, and to protect property belonging to the College, Fellows, students and staff. 

• The CCTV system is used for the purpose of security surveillance and, when necessary, the provision of evidence in support of any enquiry or prosecution that is associated with serious misconduct committed on college property, or the misuse of college rooms or equipment. Footage of specific incidents may be passed to the police and/or our insurance providers where needed to support a claim.
• As part of creating a safer working environment for Fellows, staff, students and visitors, should there be any working practices noticed that put others at risk, action may be taken to rectify any concerns.
• Cameras should not be used to infringe an individual's right to privacy, and are therefore located in public areas. There is also a CCTV camera installed at the swimming pool to enable the Porters to monitor activity there. This is not a substitute for taking sensible precautions and users of the pool are reminded that they swim at their own risk.
• Warning signs are in place at the College entrances to inform college members and members of the public that surveillance cameras are in operation.
• Operation of the CCTV controls is restricted to members of the Porters' Lodge, or other persons authorised by the Bursar or Director of Operations. The live pictures are monitored by the College Porters in order to detect and act upon any concerning or suspicious activity.

Recording Procedures

The following procedures concerning the use and retention of video data are designed to provide an acceptable level of security and accountability, and to ensure the acceptance of video recordings in support of criminal proceedings.

• The College has carefully considered if CCTV is appropriate by carrying out a Data Protection Impact Assessment (DPIA).
• Data from CCTV cameras is retained for a period of up to 30 days before being deleted permanently. In situations where footage is relating to an incident under investigation it may be kept longer.
• Images from our CCTV cameras are not disclosed to third parties without written permission being given by the Bursar or Director of Operations.

Viewing Recordings

The Bursar, Director of Operations, Head Porter and members of the Porters' Lodge, or a person nominated by them, may view video footage. If a recording is viewed, a record is kept as to who viewed it, when and for what reason in the CCTV logbook.

If the College is asked to retain a recording for evidential purposes, in connection with a criminal activity, the Head Porter will take possession of the recording for as long as is required, which is usually until one month after the finalisation of any court proceedings.

On no account will CCTV video recordings be viewed by any unauthorised person or removed from the Porters' Lodge without the specific approval of the Bursar, Director of Operations or Head Porter. Misuse or unauthorised use of the CCTV system will be considered as a serious discipline matter.

Additional Information

• The Head Porter, or a nominated deputy, is responsible for ensuring that the CCTV equipment is maintained in a suitable condition.
• The Head Porter, or a nominated deputy, is responsible for ensuring that the CCTV logbook is kept in a suitable manner. Old logbooks should be kept for a period of one year.
• Complaints concerning Emmanuel College's use of its CCTV system or the disclosure of CCTV images should be made in writing to the Bursar or Director of Operations.
• Emmanuel College is registered with the Information Commissioners Office (ICO), and the registration number is Z5603995.
• The Data Controller is: The Master, Fellows, Scholars of Emmanuel College in the University of Cambridge.