Reneu Smiles is committed to providing a safe, secure, and professional environment for patients, staff, contractors, and visitors. This policy explains how and why Closed Circuit Television (CCTV) is used at the practice, and how related footage is handled.
1. Policy statement
Reneu Smiles is committed to providing a safe, secure, and professional environment for patients, staff, contractors, and visitors. Closed Circuit Television, commonly referred to as CCTV, is used at the practice as part of our overall approach to safety, security, and risk management.
CCTV footage may assist in protecting people and property, discouraging inappropriate behaviour, supporting workplace health and safety, and helping with the investigation of incidents where required.
2. Purpose of CCTV use
The CCTV system at Reneu Smiles is used to help:
- improve the safety and security of the practice;
- protect staff, patients, visitors, equipment, and practice property;
- discourage theft, vandalism, bullying, harassment, or other inappropriate conduct;
- assist in responding to incidents, complaints, or security concerns;
- support investigations where damage, unlawful access, or removal of property has occurred;
- provide relevant footage to authorised parties where legally appropriate.
CCTV is not installed for the purpose of supervising clinical care, monitoring treatment decisions, or observing private clinician-patient interactions.
3. Application of this policy
This policy applies to all CCTV cameras, monitoring systems, recorded footage, and related technology used at Reneu Smiles. It applies to the collection, viewing, storage, use, disclosure, and deletion of CCTV recordings.
The policy applies to all staff, clinicians, contractors, patients, visitors, and any other person who enters areas where CCTV is operating.
4. Use of CCTV
CCTV at Reneu Smiles will be used responsibly and only for legitimate business, safety, and security purposes. The system will be operated in a way that respects privacy as far as reasonably possible while maintaining a safe and secure practice environment.
CCTV footage must not be accessed, copied, shared, altered, or used for any unauthorised purpose. Any misuse of CCTV equipment or recordings may result in disciplinary action or other appropriate consequences.
Only the Practice Principal, or another person authorised by the Practice Principal, may approve access to or release of CCTV footage.
5. Camera placement
CCTV cameras may be positioned in selected internal and external areas of Reneu Smiles, including areas where security or safety monitoring is reasonably required.
Cameras will be located in a way that is appropriate for their intended purpose. Where possible, cameras will be positioned to avoid unnecessary recording of neighbouring properties, public areas beyond the practice boundary, or areas where individuals would reasonably expect a high level of privacy.
CCTV will not be used in treatment rooms for the purpose of monitoring clinical procedures or private patient care.
6. Covert recording
Reneu Smiles does not conduct hidden or covert CCTV surveillance. Cameras used by the practice will be visible or otherwise supported by clear notification that CCTV is operating.
7. Notification and signage
Reneu Smiles will take reasonable steps to notify staff, patients, visitors, and contractors that CCTV is in use.
Signs will be displayed in suitable locations, including at or near the entrance to the practice and in areas where CCTV cameras are operating. These signs will indicate that CCTV surveillance is in place.
A copy of this policy may be made available upon request.
8. Storage and security of footage
CCTV recordings will be stored securely and protected from unauthorised access, loss, misuse, interference, or disclosure.
Footage will generally be retained for no longer than 60 days. Recordings may be kept for a longer period where they are required for an investigation, complaint, legal process, insurance matter, or another legitimate purpose.
Once footage is no longer required, it will be securely deleted or overwritten.
9. Access to CCTV recordings
Access to CCTV footage is limited to authorised personnel only. Footage may only be viewed where there is a valid reason to do so, such as investigating a safety concern, security incident, complaint, suspected misconduct, property damage, theft, or other relevant matter.
External requests for CCTV footage, including requests from police, insurers, legal representatives, or other third parties, must be made in writing. Each request will be assessed individually and footage will only be released where authorised by the Practice Principal and where it is lawful and appropriate to do so.
10. Privacy and confidentiality
Reneu Smiles recognises the importance of privacy and confidentiality. CCTV footage may contain personal information and must be handled carefully.
Any person who is authorised to view CCTV footage must keep the information confidential and must not disclose, copy, record, or distribute footage unless they have been specifically authorised to do so.
11. Responsibilities
The Practice Principal is responsible for overseeing the use of CCTV at Reneu Smiles and ensuring that the system is managed appropriately.
Staff members are expected to comply with this policy and report any concerns about the use, access, storage, or security of CCTV footage.
12. Review of policy
This policy will be reviewed at least once every year, or earlier if there are changes to practice operations, technology, legal requirements, or privacy and security procedures.
Any significant changes to this policy will be communicated to relevant staff and, where appropriate, made available to patients and visitors.