Applications by individual data subjects
4.1 For requests by individual data subjects for images relating to themselves, a “Subject Access Request” should be submitted in writing to the University’s Data Protection Office with proof of identification.
4.2 In order to locate the images on the University’s system, sufficient detail must be provided by the data subject to allow the relevant images to be located and the data subject to be identified.
4.3 Where the University is unable to comply with a Subject Access Request without disclosing the personal data of another individual who is identified or identifiable from that information, it is not obliged to comply with the request unless satisfied that the individual has provided their express consent to the disclosure, or if it is reasonable, having regard to the circumstances, to comply without the consent of the individual.
Access to and disclosure of images to third parties
4.4 A request for images made by a third party should generally be made in writing to the Data Protection Office. It is recognized that it may not always be possible or appropriate for the third party to use this procedure. For example, urgent access to images may be required by the police for the prevention or detection of crime or by other emergency services for the protection of the vital interests of an individual. In such cases the Head of Campus Security (or the most senior member of staff on duty at the time urgent access is required) may authorize disclosure of the required images to the police or other emergency service and make a report to the Data Protection Office as soon as practicable of the request and the disclosure made.
4.5 In limited circumstances it may be appropriate to disclose images to a third party, such as when a disclosure is required by law, in relation to the prevention or detection of crime or in other circumstances where an exemption applies under relevant legislation. Such disclosures will be made at the discretion of the Data Protection Officer with reference to relevant legislation and where necessary, following advice from the University’s Legal Services Team.
4.6 Where a suspicion of staff misconduct arises, and at the formal request of the Investigating Officer or HR Manager/Advisor, the Director of Human Resources and Organisational Development is required to provide authorisation for access to CCTV images or body-worn camera footage for use in staff disciplinary cases. The supplied footage will remain confidential at all times, will not be further copied, and will be used exclusively for the purpose of furthering the investigation. Upon completion of the investigation, it will be destroyed.
4.7 Where a suspicion of student misconduct arises, and at the formal request of the relevant investigatory body/appointed investigator, the Dean of Student Services is required to provide authorisation for access to CCTV images or body-worn camera footage for use in student disciplinary cases. The supplied footage will remain confidential at all times, will not be further copied, and will be used exclusively for the purpose of furthering the investigation. Upon completion of the investigation, it will be destroyed.