CCTV Privacy Notice

Woodseats Explorers
36-42 Helmton Road
Sheffield
S8 8QJ

Last reviewed: July 2026

Woodseats Explorers is committed to providing a safe and secure environment for everyone using our premises. This Privacy Notice explains why we use CCTV, how recordings are managed, and your rights in relation to any personal data collected.

Why we use CCTV

CCTV is in operation at our premises to help:

• Prevent and detect crime.
• Protect young people, volunteers and visitors.
• Deter vandalism and anti-social behaviour.
• Monitor access to the building.
• Support health and safety investigations.
• Protect Scout property and equipment.
• Assist with insurance claims where appropriate.

CCTV is not used to monitor the day-to-day activities or performance of volunteers, staff or young people.

Lawful basis

Woodseats Explorers processes CCTV images and audio under its legitimate interests in maintaining the safety and security of our premises, members, volunteers and visitors, preventing crime, protecting property, and supporting our safeguarding and health and safety responsibilities.

Where CCTV operates

CCTV cameras are installed both inside and outside our premises at:

Woodseats Explorers
36-42 Helmton Road
Sheffield
S8 8QJ

Clear signs are displayed throughout the site to indicate where CCTV is in operation.

Young people

As a youth organisation, CCTV may capture images and audio of children and young people attending activities at our premises. Any recordings are handled responsibly and in accordance with UK data protection legislation and The Scout Association’s safeguarding policies. Footage is only accessed where there is a legitimate reason to do so.

Audio recording

Some CCTV cameras also record audio. Audio recordings are captured for the same purposes as video recordings and are subject to the same security, retention and access controls described in this notice.

How recordings are stored

Recordings are made continuously, 24 hours a day, 7 days a week, and are stored securely using a Reolink Network Video Recorder (NVR) with local storage and cloud backup.

Footage is normally retained for approximately seven days, after which it is automatically overwritten unless it is required for an ongoing investigation, safeguarding matter, insurance claim or legal process.

Security

CCTV recordings are stored securely and access is restricted to authorised adult volunteers with individual user accounts. Appropriate technical and organisational measures are in place to protect recordings from unauthorised access, alteration or disclosure.

Who can access recordings

Access to live and recorded footage is restricted to authorised adult volunteers with individual user accounts.

Recordings are only accessed when there is a legitimate reason to do so, such as:

• Investigating an incident.
• Responding to a safeguarding concern.
• Supporting a health and safety investigation.
• Assisting the police or other authorised agencies.
• Protecting Scout property and equipment.

Sharing footage

Where appropriate and lawful, CCTV footage may be shared with:

• Police and other law enforcement agencies.
• Emergency services.
• Insurance providers.
• Solicitors acting in connection with an incident.
• Individuals exercising their rights under UK data protection law.
• Other organisations where disclosure is required by law.

Your rights

Under UK data protection legislation, you may have the right to request access to CCTV footage in which you are identifiable.

To help us locate any relevant footage, please provide as much information as possible, including the date, approximate time and location of the incident.

CCTV enquiries and requests should be sent to:

Email: cctv@woodseatsexplorers.org.uk

Complaints

If you have any questions about our use of CCTV or believe your personal data has not been handled appropriately, please contact us using the details above.

If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

Further information

Woodseats Explorers operates its CCTV system in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and guidance issued by the Information Commissioner’s Office (ICO).

For more information about how we process personal data, please see our Privacy Policy.

Review

This Privacy Notice is reviewed annually and updated whenever there are significant changes to our CCTV system or applicable data protection legislation.