ASL Vets Ltd CCTV and Audio Recording Policy

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1) Introduction:

At ASL Vets Ltd we are committed to ensuring the safety and security of our clients, patients, staff, and premises. This policy outlines the use of Closed-Circuit Television (CCTV) and audio recording systems within our facilities. By entering our premises, clients and visitors consent to the recording of CCTV and audio footage in accordance with this policy.

  1. Purpose and Scope

ASL Vets Ltd uses CCTV and audio recording and Phone Audio Recording to:

  • Ensuring the safety and security of clients, patients, staff, and visitors.
  • Preventing and investigating incidents of theft, vandalism, or other criminal activities.
  • Monitoring and improving the quality of services provided.
  • Protecting Company property and assets.
  • Assisting in the resolution of disputes or complaints.

This policy applies to all staff, clients, contractors, and visitors at ASL Vets’ premises.

  1. Legal Basis
  • ASL Vets processes CCTV and audio data under:
  • UK GDPR and Data Protection Act 2018
  • ICO guidance on video surveillance and audio recording
  • Legitimate interests (Article 6(1)(f) UK GDPR), balanced against individual rights
  1. Recording Coverage

Audio and video recording is active on all cameras covering:

  • Reception
  • Consulting rooms
  • Preparation area
  • Surgical theatre

No recordings occur in private or sensitive areas, such as staff restrooms or changing facilities.

Telephone calls — both inbound and outbound — are recorded for training, monitoring, and quality assurance purposes. Callers are notified at the start of the call and may decline. If they do, they can request to be contacted by email instead.

To comply with PCI DSS regulations, call recording is paused whenever payment information is being taken and resumes once the transaction is complete.

  1. Transparency and Signage
  • Prominent signage informs all visitors and staff that audio and video recordings are in use.
  • Staff are trained to explain recording practices clearly and respectfully.
  1. Data Retention and Access

Footage is retained for a period of 30 days unless required for an ongoing investigation, legal proceedings, or other legitimate purposes.

  • Video & Audio is recorded in a constant stream 24/7 365 days per year
  • Access is strictly limited to senior management and only for investigation purposes.
  • After 30 days, data is automatically erased via secure system protocols.
  1. Security Measures
  • Systems are password-protected and encrypted.
  • Access logs and audit trails are maintained.
  • Regular reviews ensure compliance and detect misuse.
  1. Data Subject Rights

Individuals may:

  • Request access to footage/audio involving them
  • Object to processing (where applicable)
  • Request erasure (subject to legal constraints)

Requests should be directed to the Practice Manager in writing at ASL Vets Ltd, 5 The Pantiles, Billericay, Essex CM12 0UA or by email to Info@aslvets.co.uk.

  1. Governance and Review
  • A Data Protection Impact Assessment (DPIA) is maintained for all surveillance systems.
  • This policy is reviewed annually or upon legal change.
  • Breaches are reported in line with ASL Vets’ Data Breach Procedure.
  1. Complaints and Queries
  • Any complaints or queries regarding the use of CCTV and audio recording systems should be directed to the Practice Manager.
  • Complaints will be investigated promptly and thoroughly, and appropriate action will be taken to resolve any issues.
  1. Policy Review

This policy will be reviewed periodically to ensure its continued effectiveness and compliance with applicable laws and regulations. Any changes to this policy will be communicated to clients, staff, and visitors as appropriate and posted on our website.

By accessing our premises, clients and visitors acknowledge and agree to the terms of this CCTV and Audio Recording Policy