User's Manual

When using the NEXTBASE 380GWX in a commercial vehicle you must ensure that you comply with
any applicable legislation set out by the Government in your location. The following guide is written for
usage of the product in the UK.
UK requirements include but are not limited to the Data Protection Act, the CCTV Code of Practice
and the Surveillance Camera Code of Practice.
A simple CCTV Compliance Checklist is included upon the Software Disk included with the NEXTBASE
380GWX. Additional supporting documents are also included to help Data Controllers comply with
applicable legislation. Example Policy and Procedure documents are also supplied (in editable Word
document format) so that you can amend them to suit your business.
CCTV Compliance Checklist Steps
1. The CCTV Code of Practice states that there should be a pressing need for a camera to be
installed in your vehicle as using cameras can be privacy intrusive. You should ensure that you
have identified a clear need for a camera to be installed (e.g. For the purpose of driver and
passenger safety)
2. You must have a designated Data Controller who will be responsible for ensuring data is
recorded correctly and securely as well as ensuring all Operators are aware of all relevant
policies and procedures regarding the use of The Data Controller must register Dash Cams.
with the Information Commission's Office (ICO). This can be done by visiting www.ico.org.uk.
Data controllers will usually be organisations, but can be individuals, for example self-employed
consultants. Even if an individual is given responsibility for data protection in an organisation,
they will be acting on behalf of the organisation, which will be the data controller.
3. The CCTV Code of practice states that you must let people know when they are in an area
where a surveillance system is in operation.
Supplied with your product are three 'CCTV Window Stickers' (shown below) for this purpose.
To comply with Surveillance Camera Legislation, the above window stickers should be located
on all entrance points to your vehicle.
Using CCTV in a Commercial Environment
4. Using a suitable permanent marker pen please add contact details for CCTV / Data
controller, before applying stickers to your vehicles windows
5. The Data Controller is responsible for ensuring that all Dash Cam operators/drivers are
aware of their responsibilities regarding the data being recorded. Included in the
“NEXTBASE Policy and Procedure Examples” Folder on the Software Disk is an
Operator/Driver Briefing Checklist, to help the Data Controller monitor this.
6. The company should have clear, documented policies regarding all aspects of data being
recorded and stored. These are covered individually later in the checklist.
An example of a CCTV Recording Policy is included in the “NEXTBASE Policy and Procedure
Examples” Folder on the Software Disk.
7. All Operators/Drivers should know where to find company policies and procedures for
using the Dash Cam. This is covered in the Operator/Driver Briefing Checklist.
8. The Data Controller must state how long data is to be stored by the company.
The CCTV Code of Practice states that data should be deleted once it is no longer needed.
An example of a CCTV Data Storage Policy is included in the “NEXTBASE Policy and
Procedure Examples” Folder on the Software Disk.
9. The Data Controller should specify how data is deleted once it is no longer needed. This is
also covered in the CCTV Data Storage Policy example, on the Software Disk.
10. The Data Controller should decide who has access to stored data. This is also covered in the
CCTV Data Storage Policy example on the Software Disk.
11. The Data Controller should decide how the company handles a request for access to data
it has stored. An example of a CCTV Request for Access Policy is included in the “NEXTBASE
Policy and Procedure Examples” Folder on the Software Disk.
Requests for Access can be made by members of the public or from Police forces.
Examples of both Public and Police request forms have been included in the “NEXTBASE Policy
and Procedure Examples” Folder on the Software Disk.
CCTV Compliance Checklist and Example Documents produced using information provided
by The Home Office, Information Commissioner's Office and the Surveillance Camera Commissioner.
Contains public sector information licensed under the Open Government Licence v3.0.
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