14:30 06 July 2016
Port Vale Football Club
The Club's Customer Service contact is the Club Secretary. He is based at Vale Park, Stoke-on-Trent, ST6 1AW, Monday to Friday 9.00am to 5.00pm and on match days from 9.00am until the end of the match. The telephone and e-mail details are as follows:
Telephone:01782 655826. E-Mail to: email@example.com
It is the Club's policy to respond to customers within seven working days and this will be done either by telephone or letter. If it is not possible to provide a full response within this period then an acknowledgement will be issued and a full response given within a further fourteen days.
Information is available via the Club's website, social media platforms and match day programme. The Club continues to develop its relationships with all supporters, i.e. able-bodied, disabled, hospitality box holders, sponsors and advertisers.
Management and Staff are normally accessible at informal functions held at Vale Park during the year. The Club also ensures that all major announcements are made through the Club's Website, Press Office and local media.
The Club has stayed with its traditional black and white team colours whilst adopting black as its preferred away change colour. Each kit is rotated bi-annually; prices for our replica kit are priced by size to keep costs reasonable for the supporters. (This may be affected by any change to the Main Shirt Sponsor)
How to voice your opinion!
Port Vale take your involvement and opinions extremely seriously. Feedback is a crucial part of any business and can be used as an excellent way of checking that the organisation is perceived in the correct light.
We have broken up our feedback into three section so that responses and matter can be dealt with as quickly as possible. Please pick which you feel is most suitable for feedback.
To Complain– “A statement of unhappiness: a statement expressing discontent or unhappiness about a situation.” Once received a confirmation letter/email will be sent back to you with a date that you will get your response back by. The complaint is passed from Port Vale's Assistant Secretary to the correct department and logged through all appropriate systems.
If you wish to complain please email firstname.lastname@example.org.
Or write to us at: Customer Services, Port Vale FC, Vale Park, Hamil Road, Burslem, Stoke on Trent, ST6 1AW
To Comment -“remark: a remark that states a fact or expresses an opinion”
You may not receive a response if you send through a comment but all matters will be discussed at Staff meetings to see if changes can be implemented.
To Compliment -“statement of praise: something said to express praise or approval”
If you wish to comment or compliment Port Vale FC we ask that you please send these in an email to our Assistant Secretaryestelle.email@example.com.
Or write to us at: Port Vale FC, Vale Park, Hamil Road, Burslem, Stoke on Trent, ST6 1AW.
In accordance with EFL Regulation 111 the Club will hold at least two open meetings per year with their supporters at which meetings the Clubs owner will be present.
EFL Contact Details
Edward VII Quay
Telephone – 01772325829
Supporter Service Department
Independent Football Ombudsman
In the event that a complaint cannot be satisfactorily resolved at Club level and in line with stated Club correspondence time scales supporters are advised that you can now refer your complaint directly to the Independent Football Ombudsman at the following address:
Independent Football Ombudsman
33 Great George Street,
Telephone – 0800 588 4066: Website- firstname.lastname@example.org
The Stadium is all-seater with a current capacity of just over 19,000.The visitors' area is the Hamil Road Stand and contains 4,550 seats.
Ticket prices are competitive and give a wide range of seating within the price structure. Season Ticket prices give good discounts when compared to match day prices. This does not preclude the Club from making special offers during the season i.e. kids for a quid or similar.
Match day prices include free admission for Under 9years (Football League games only) concessionary rates for juveniles aged9-17yearsand 18 to 21 years (Young Adults)and all senior citizens over 62 years of age.
Season Ticket rates also include concessions for the above range of supporters. The Club has special concessions for our and any visiting disabled supporters and has a specialist facility stand specifically for the use of disabled supporters and their helpers.
The issue of Under9free admission is subject to the tickets being purchased from the Club's Ticket Office where proof of age will be required. Anyone attempting to use an Under9ticket who is overage will be refused admission and become subject to a banning order.
We extend these concessionary prices to those visiting supporters housed in the Hamil Road Visitors Stand. The Club has special concessions for any visiting disabled supporters and has a specialist facility stand specifically for the use of disabled supporters and their helpers. The Club do have a strict criteria for entry to this area. Bookings are available via our Disabled Liaison Officer (01782 655821).
The allocation of tickets for away fixtures is prioritised by giving Season Ticket holders priority purchase rights before going on general sale to other supporters. The Club sell these at the price determined by the home Club supplying the tickets.
Prices for cup competitions will be those prices agreed between the competing clubs in accordance with the rules of the competition.
Return/ Refunds Policy
Every effort will be made to facilitate the return and re-distribution of unwanted tickets. Following the introduction of legislation to combat ticket touts (section 166 of the Criminal Justice and Public Order Act 1994):any member of the public would be committing an offence if they should offer for sale any ticket that they have purchased. Unwanted tickets should be returned to the Club, before the date of the fixture, where, providing the ticket holder has a genuine reason for returning the ticket(s), a full refund will be given. If any fixture should be postponed before kick-off, ticket holders will be entitled to free admission to the rearranged match. If the match should be abandoned after kick-off, ticket holders will be entitled to half price admission to the re-arranged game. Should the match be abandoned after the second half has kicked-off, then no refund will be given.
Accommodating away supporters
The Club abides by the Football League's regulations governing the allocation of tickets to away supporters. The Club does not charge admission prices to supporters of a visiting club which are higher than those charged to our own supporters for comparable facilities, in particular, concessionary rates offered to senior citizens and junior supporters apply to supporters of a visiting club.
Port Vale staff will conduct themselves at all times in a courteous manner when dealing with customers and will adhere strictly to The Football League anti-discrimination policy.
Port Vale has a policy for Equal opportunities [Appendix One]
After current changes happening within the Club and external organisation we are currently reviewing our policies and processes in relation to safeguarding in the stadium.
Port Vale FC continues to ensure that all members of public that come to the Stadium or work alongside the club are cared for in the most appropriate manner.
Port Vale will continue to support and develop community-based programmes through it’s Foundation Manager, Tom Sherratt.
We have a web page dedicated to information on our Football Stadium which can be found here www.port-vale.co.uk/club/visit-us/
Ground regulations are attached [Appendix Two]
The Club has a CCTV data protection policy which is attached. [Appendix three]
All information on Hospitality can be found on our website under the Commercial tab.
The Club endeavours to ensure that all replica strip designs shall have a minimum lifespan of two seasons.(This maybe affected by change of the Main Shirt Sponsor).
Details of our next change of replica kit will be published to all our supporters prior to its sale via our website, match day programmes and through advertisements in our local paper. The Club offers refunds on merchandise in accordance with its legal obligations.
All Charity requests should be forwarded email@example.com. We will endeavour to allow as many charities as we deem suitable to work alongside Port Vale, we do however get a high number of requests and tend to support requests from our local area rather than national charities.
Stadium parking requests are managed through a number of people; we ask that you initially contact: ( firstname.lastname@example.org.)
Information on the Club's process for banning supporters
There are two types of bans, a club and a court ban.The club will send out a banning letter if a supporter has been given a club ban. The club shares information with Staffordshire Police to ensure safety of everyone at Vale Park.
EQUAL OPPORTUNITIES POLICY STATEMENT
PORT VALE FOOTBALL CLUB is committed to eliminating discrimination and encouraging diversity amongst our workforce.
Our aim is that our workforce will be truly representative of all sections of society and each employee feels respected and able to give of their best.
To that end the purpose of this policy is to provide equality and fairness for all in our employment and not to discriminate on grounds of gender, marital status, race, ethnic origin, colour, nationality, national origin, disability, sexual orientation, religion or age.
We oppose all forms of unlawful and unfair discrimination.
All employees, whether part-time, full-time or temporary, will be treated fairly and with respect. Selection for employment, promotion, training or any other benefit will be on the basis of aptitude and ability. All employees will be helped and encouraged to develop their full potential and the talents and resources of the workforce will be fully utilised to maximise the efficiency of the organisation.
To create an environment in which individual differences and the contributions of all our staff are recognised and valued.
Every employee is entitled to a working environment that promotes dignity and respect to all. No form of intimidation, bullying or harassment will be tolerated.
Training, development and progression opportunities are available to all staff.
Equality in the workplace is good management practice and makes sound business sense.
We will review all our employment practices and procedures to ensure fairness and we will ask all of our sub contractors to provide evidence that they are an equal opportunities employer.
Every individual member of staff has the right to be treated fairly and with dignity and respect. Harassment occurs when someone engages in unwanted conduct which has the purpose or effect of violating someone else's dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment.
It is not the intention of the perpetrator which defines whether a particular type of conduct is harassment but the effect it has on the recipient.
Bullying is just as unacceptable as any other form of harassment.
Conduct that could constitute harassment
- Any physical contact which is unwanted
- Coercion, isolation or 'freezing-out'
- Display of offensive material, e.g., 'pin-ups'
- Offensive jokes
- Unwelcome remarks about a person's dress, appearance, race or marital status
- Shouting at staff
- Personal insults
- Persistent criticism
- Setting impossible deadlines
The effect of harassment and bullying at work
Harassment and bullying at work can cause fear, stress, anxiety and physical sickness amongst employees. It may also put a heavy strain on personal and family life. It can lead to increased absenteeism, an apparent lack of commitment, poor performance and even resignation.
For the employer the result is not just poor morale but higher staff turnover, reduced productivity, lower efficiency and divided teams. The effects will eventually show through in the overall performance of the organisation.
Harassment Policy statement
PORT VALE FOOTBALL CLUB is determined to ensure that all employees will be treated with dignity and respect at work. All forms of harassment and bullying will neither be condoned nor permitted in the workplace, and such unacceptable behaviour will be treated as a disciplinary offence.
Dealing with harassment
All employees from the Chairman down are instructed that where they see unacceptable behaviour, whether or not a complaint is made, they need to treat the matter seriously and take appropriate action to eliminate the particular behaviour.
All employees should have the right to effective remedies when incidents occur and the procedures should ensure that quick and effective action is taken.
Often the solution may be as simple as pointing out to someone the effect that their behaviour has on others and getting them to stop the behaviour concerned. For a variety of reasons victims of harassment are often reluctant to invoke formal procedures to resolve matters. It is therefore preferable for all concerned that, whenever possible, complaints are dealt with internally and informally. This is likely to produce solutions that are speedy, effective and minimise embarrassment and the risk of breaching confidentiality.
Where the informal process proves ineffective or where the individual being harassed prefers, or in serious cases such as assault, it will be necessary to take formal action within the normal disciplinary procedures of the company.
This policy will give the complainant the right to register their complaint with the Chairman where the complaint is against their line management.
Breaches of our equality policy will be regarded as misconduct and could lead to disciplinary proceedings.
Notice: Entry to the Ground is expressly subject to acceptance by the visitor of these Ground Regulations and the rules and regulations of FIFA, UEFA, The Football Association, the Premier League and the English Football League (EFL) in respect of the relevant competition.The Ground Regulations incorporate the Club's Customer Charter (if any).Entry to the Ground shall constitute acceptance of the Ground Regulations.
"Ground" means this football stadium and all locations owned, occupied or utilised by the Club.
"Club" means this football club.
"Match" means any association football match (or any part or aspect of such a match) taking place at the Ground.
"Material" means any audio, visual or audio-visual material or any information or data.
“Football Authority” means each of the English Football League (EFL), the Premier League, The Football Association, the Football Association of Wales, FIFA, UEFA and any other relevant governing body of association football
1 Notwithstanding possession of any ticket the Club, any police officer or authorised steward may refuse entry to (or eject from) the Ground any person:
1.1 that fails (or in the Club's reasonable opinion is likely to fail) to comply with these Ground Regulations or any reasonable instruction issued by a police officer or authorised steward; and/or
1.2 whose presence within the Ground is, or could (in the Club's reasonable opinion), constitute a source of danger, nuisance or annoyance to any other person.
2 On no account will admission be granted to a person who is the subject of a current Banning Order under the Football Spectators Act 1989 (as amended) or has been convicted of ticket touting offences under the Criminal Justice and Public Order 1994 (as amended).
3 The Club excludes to the maximum extent permitted by law any liability for loss, injury or damage to persons/property in or around the Ground.
4 No guarantees can be given by the Club that a Match will take place at a particular time or on a particular date and the Club reserves the right to reschedule the Match without notice and without any liability whatsoever.
5 In the event of the postponement or abandonment of the Match, refunds (if any) will be made in accordance with the Club's Customer Charter. The Club will have no further liability whatsoever, including (but not limited to) any indirect or consequential loss or damage, such as (but not limited to) loss of enjoyment or travel costs.
6 All persons seeking entrance to the Ground acknowledge the Club's right to search any person entering the Ground and to refuse entry to or eject from the Ground any person refusing to submit to such a search.
7 The following articles must not be brought within the Ground - knives, fireworks, smoke canisters, air-horns, flares, weapons, dangerous or hazardous items, laser devices, bottles, glass vessels, cans, poles and any article that might be used as a weapon and/or compromise public safety. Any person in possession of such items will be refused entry to the Ground.
8 Further, you may not bring into the Ground any sponsorship, promotional or marketing materials save in respect of official club merchandise and/or other football related clothing worn in good faith nor may you offer (either free or for sale by any person) any goods (including literature) of any nature without the express written approval of the Club’s management.
9 The use of threatening behaviour, foul or abusive language is strictly forbidden and will result in arrest and/or ejection from the Ground. The Club may impose a ban for one or more Matches.
10 Racial, homophobic or discriminatory abuse, chanting or harassment is strictly forbidden and will result in arrest and/or ejection from the Ground. The Club may impose a ban for one or more Matches.
11 The following acts are offences under the Football (Offences) Act 1991 (as amended):
11.1 The throwing of any object within the Ground without lawful authority or excuse.
11.2 The chanting of anything of an indecent or racialist nature.
11.3 The entry onto the playing area or any adjacent area to which spectators are not generally admitted without lawful authority or excuse.
Conviction may result in a Banning Order being made.
12 All persons entering the Ground may only occupy the seat allocated to them by their ticket and must not move from any one part of the Ground to another without the express permission or instruction of any steward, officer of the Club and/or any police officer.
13 Nobody may stand in any seating area whilst play is in progress. Persistent standing in seated areas whilst play is in progress is strictly forbidden and may result in ejection from the Ground.
14 The obstruction of gangways, access ways, exits and entrances, stairways and like places is strictly forbidden. Nobody entering the Ground shall be permitted to climb any structures within the Ground.
15 EFL stadia are smoke-free and smoking is not permitted inside the Ground.
16 Mobile telephones and other mobile devices are permitted within the Ground PROVIDED THAT (i) they are used for personal and private use only (which, for the avoidance of doubt and by way of example only, shall not include the capturing, logging, recording, transmitting, playing, issuing, showing, or any other communication of any Material for any commercial purposes); and (ii) no Material that is captured by a mobile telephone or other mobile device may be published or otherwise made available to any third parties including, without limitation, via social networking sites.
17 Under the Sporting Events (Control of Alcohol etc) Act 1985 (as amended), the following are offences for which a person can be arrested by a police officer and conviction could result in a Banning Order being made:
17.1 Attempting to enter the Ground or being inside the Ground whilst drunk;
17.2 Being in possession of any intoxicating liquor, or bottle, can or other portable container and which could cause damage or personal injury, when entering the Ground or in a public area of the Ground from which the event can be directly viewed.
18 Any individual who has entered any part of the Ground designated for the use of any group of supporters to which he does not belong may be ejected from the Ground either for the purposes of his own safety or for any other reason.
19 Save as set out in paragraph 16 above, no person (other than a person who holds an appropriate licence) may capture, log, record, transmit, play, issue, show or otherwise communicate (by digital or other means) any Material in relation to the Match, any players or other persons present in the Ground and/or the Ground, nor may they bring into the Ground or use within the Ground (or provide to, facilitate or otherwise assist another person to use within the Ground) any equipment or technology which is capable of capturing, logging, recording, transmitting, playing, issuing, showing or otherwise communicating (by digital or other means) any such Material. Copyright, database rights and any other intellectual property rights in any unauthorised recording or transmission is assigned (by way of present assignment of future rights) to the Club and the EFL. You further agree (if and whenever required to do so by the Club and/or the EFL) to promptly execute all instruments and do all things necessary to vest the right, title and interest in such rights to the Club and the EFL absolutely and with full title guarantee.
20 No goods (including literature) of any nature may be offered either free or for sale by any person within the Ground without the express written permission of the Club.
21 Tickets are not transferable and may not be offered for sale without the prior written permission of the Club - or otherwise in accordance with the relevant ticket terms and conditions. Any tickets that are transferred are transferred subject to these Ground Regulations. Any tickets offered for sale may be confiscated by any steward, officer of the Club or any police officer. The Club reserves the right to refuse admission to or eject from the Ground and/or “blacklist”, any person who has offered for sale or transferred his/her ticket in contravention of the relevant ticket terms and conditions (and/or the holder of any ticket that has been transferred in contravention of the relevant ticket terms and conditions). Tickets remain the property of the Club at all times.
22 CCTV cameras are in use around and in the Ground. Body worn video cameras recording video and/or audio may also be used as appropriate, for example to record prohibited behaviours as referenced in paragraphs 9 and 10. The Club may itself use or pass to the police or any Football Authority or other clubs, any recordings for use in any proceedings.
23 At all times whilst present in the Ground, persons must comply with any and all instructions of any steward or officer of the Club and/or any police officer. Failure to comply with any instruction may lead to immediate ejection from the Ground.
24 By entering the Ground, all persons are acknowledging that photographic images and/or video recordings (and/or stills taken from video recordings) may be taken of them and may also be used, by way of example and without limitation, in televised coverage of the game or by or on behalf of the Club or any Football Authority (or their commercial partners) for marketing, training or promotional purposes. Entry into the Ground is confirmation that all persons have consented to such use of their image. If these images should feature an individual prominently the Club will make reasonable efforts to gain the consent of that person before publishing such images, however, if this is not possible, then entry into the Ground shall be deemed consent unless the Club is notified in writing to the contrary.
25 Further to paragraph 24, if such person is under 18 years of age, the parent, guardian, or responsible adult who is accompanying them into the Ground shall be deemed to have provided consent on their behalf.
26 Refused entry to (or ejection from) the Ground may lead to further action by the Club including, but not limited to, the withdrawal of any season ticket (without reimbursement), Club Membership and other benefits.
Published by EFL – June 2016.
MANAGEMENT AND OPERATION
CODE OF PRACTICE
1.1 This Code of Practice is to control the management, operation and use of all the Closed Circuit Television (CCTV) Systems under the control of Port Vale Football Club.
1.2 This Code was prepared in consultation with representatives of area users, supporters, Police and other contributors to the legal process. It takes account of guidelines proposed by Liberty (the National Council for Civil Liberties), the Local Government Information Unit and British Standard 7958: 1999. This Code of Practice accords with relevant legislation including the Data Protection Act 1998, the Human Rights Act 1998, the Regulation of Investigatory Powers Act 2000 and the Freedom of Information Act 2000.
1.3 The code will be subject to periodic review following consultation with interested parties to ensure it continues to reflect the public interest. Meetings will be held to ensure appropriate liaison is maintained and problems identified and remedied. No changes to the purposes of the scheme will be made without full approval of all participants.
1.4 This code of practice relates to all areas of coverage within the Vale Park Stadium in respect of which there is CCTV coverage. It includes all public, semi public and private areas for which PVFC has responsibility. Each location where CCTV is installed will be subject to a localised Appendix, but this code will apply to all such locations.
1.5 The Code, will be supplemented by an operations manual, which gives details of all aspects of control room operation, thus ensuring the objectives and principles set out in this Code of Practice receive strict compliance.
1.6 This Code of Practice is a public document. Arrangements for its inspection should be made, by PVFC, to whom complaints should be made relating to the CCTV system. Information on how to record a complaint is retained at Port Vale FC safety office. Complaints should be addressed to the Senior Safety Advisor in the first instance.
1.7 It is a condition of acceptance as a partner that users of CCTV demonstrate commitment to operate in accordance with this code by signing the required CCTV Partnership Pledge.
1.8 This Code of Practice is supplemented by an Operations Manual prepared in accordance with BS7958: 1999, which covers management and reporting functions including:
Administration Data handling
Staffing Observation and incident protocol
Documentation Maintenance and faults
Control Centre operations Standard forms
Access and security screening
2.0 TERMS AND DEFINITIONS
For the purposes of British Standard 7958: 1999 the terms and definitions given in
BS 7499: 1998 and BS5979 apply, together with the following.
2.1 CCTV Control Room
Located in the corner, Hamil Road Stand where CCTV data is monitored, retrieved and analysed.
2.2 CCTV Scheme
Totality of arrangements for closed circuit television, in a locality, including, but not limited to, the technological system, staff and operational procedures.
2.3 Observation Mode
Mode of operation of a CCTV system, whereby monitoring is carried out live, the sole purpose of which is to observe an operation in real time and not to record, hold in memory, or print the information received.
2.4 Retrieval System
CCTV system having the capability, in any medium, of effectively capturing data that can later be retrieved, viewed or processed.
2.5 CCTV System
Surveillance items comprising cameras and associated equipment for monitoring, transmission and controlling purposes, for use in a defined security zone.
2.6 Distributed System
Sub system, any part of which may be linked temporarily or permanently for remote monitoring within the CCTV system.
All information, including that about a person.
Activity that raises concern that an offence has been, is being or is about to be, committed, or that an occurrence has taken place warranting specific action by an operator. Additionally, for the purposes of this scheme, an incident is defined as:
Any event or occurrence monitored by a controller in respect of which information needs to be passed to another source to generate a response.
A request, by an authorised person or body, to monitor specific events, or activity, which are in accordance with the purposes and key objectives of the scheme.
Note The provisions of the Regulation of Investigatory Powers Act 2000 may be relevant to such requests. Please refer to Operations Manual
Legal person or entity, agency or individual designated and trained as having direct responsibility for the implementation of the policies, purposes and methods of control of a CCTV scheme, as defined by the owner of the scheme.
Person or persons designated and trained as having direct responsibility for the implementation of the policies, purposes and methods of control of a CCTV scheme, as defined by the owner of the scheme.
Person specifically designated, trained and authorised by the owner of a scheme to ensure that at all times the system is operated in accordance with the code of practice and any procedural instruction issued by the owner or manager.
Person specifically designated and authorised by the owner of a CCTV scheme to carry out physical operation of controlling that system
2.13 Recording Material
Any medium that has the capacity to store data, and from which data can later be recalled, irrespective of time.
2.14 Recorded Material
Any data recorded on any medium that has the capacity to store data and from which data can later be recalled irrespective of time.
2.15 Hard Copy Print
Paper copy of an image or images, which already exist on recorded material.
2.16 Directed Covert Surveillance
This is defined under Section 26 of the Regulation of Investigatory Powers Act 2000. It relates to covert surveillance for specific purposes where the gathering of private information is a likely outcome. The full definition and Operational Procedures are to be found in the Operations Manual.
3.1 Port Vale Football Club has installed comprehensive CCTV systems, capable of expansion. Cameras have been installed within identified target areas, all of which are continually monitored from the Control room.
The images from this system are stored digitally onto the hard drive of a P.C. When needed, the images are capable of removal by transferring to a removable medium, which may be magnetic tape, WORM media (e.g. CD-R or DVD-R), non-tape media (e.g. discs or memory cards), or computer hard disc.
The important and overriding factors are that the content of the image should be fit for the purpose, that the storage capacity is sufficient and that the quality is adequate for operational requirements and the intended use.
3.2 Community Safety is defined as any intervention, which deals with anti-social behaviour and fear, which affects the quality of life of individuals and communities.
The aim of Public Area CCTV throughout the Vale Park Stadium is:
"To provide a safe, public environment for the benefit of those who live, trade, visit, service or who otherwise may be present and enjoying the facilities within Port Vale Football Club controlled public areas."
3.3 The equipment is owned and operated by PVFC. The Control Room is located at the corner of the Hamil Road Stand and staffed by suitably trained and vetted personnel. The equipment is managed by the Stadium Safety Officer, who has prime responsibility for compliance with the purposes and objectives and for the management and security of the scheme.
4.0 PURPOSES OF THE PORT VALE FC CCTV SCHEME
4.1 STATEMENT OF PURPOSE
4.1.1 This CCTV scheme will be operated fairly within applicable law, and only for the purposes for which it was established, or subsequently agreed in accordance with this Code.
4.1.2 Each participant in the scheme including the Police is and remains bound by the Code of Practice, and any subsequent amendments thereto.
4.1.3 The CCTV scheme is intended to view and monitor activity in the public spaces within the area of coverage. Safeguards are installed in the system to allow cameras only to pan past, and not be focused on private areas where there is no public access. Controllers will be required by the manager or auditor to justify their decision to view or record any particular individual, group of people or property.
4.1.4 Every effort has been made in the planning and design of the CCTV system to provide maximum effectiveness within the area of coverage. It is not possible to guarantee the system will see or provide evidence of every incident, which takes place within that area.
4.1.5 No liability is placed on the operators in detecting all offences, which occur within the target area.
4.1.6 The main purposes of the CCTV system are:
· To help reduce fear and reassure the public
· To help in the detection, deterrence and prevention of crime
· To assist with aspects of area and traffic management
· To assist in improving the environment
· To provide assistance to the emergency services
· To provide evidence relevant to the prosecution of offenders
5.0 KEY OBJECTIVES
5.1 Key objectives based on specific local concerns facilitate effective management and operation of the scheme by focusing on day to day operations. They may be evaluated over a period of time.
Key objectives are required in addition to general Statements of Purpose to prevent the scheme being used in ways for which it has not been planned or considered.
Key objectives are a means of addressing the specific concerns of all sections of the community.
· Reduce graffiti, vandalism and other criminal damage
· Prevent and effectively respond to all forms of harassment
· Detect, prevent or reduce the incidence of property crime and offences against the person
· Provide evidence for criminal prosecutions
· Improve communication and the operational response of the Police within the area of coverage
· To deter anti-social behaviour
· To reduce thefts of and from motor vehicles
6.0 REVISION AND CHANGE TO CODE OF PRACTICE
6.1 Revision and change will occur following regular evaluation of the Code of Practice.
6.2 Major changes, of whatever type, must be agreed by PVFC, within the scheme as appropriate. The agreement of the Police should be sought. A major change is one that will have a significant effect on the Code or the operation of the CCTV system. This may include technological changes. Minor changes are those required for clarification only and may be agreed by senior representatives of the Club.
7.0 CAMERA LOCATIONS
7.1 The camera locations for Vale Park are listed within the Appendices Further locations will be subject of a separate Appendix.
7.2.1 Signs will be installed in and around the areas covered by the CCTV system. They will be of A3 size and should contain the following information:
7.2.2 The signs will identify the Data Controller and the scheme owners, together with a contact telephone number.Smaller signs (A4 size) will supplement the above within the area of coverage. The placing of such signs is an important aspect of the principles of The Data Protection Act 1998.
7.2.3 Where the sign does not have a visual representation of a camera, the signs should read "Closed Circuit Television (CCTV) is in operation, images are being recorded for the purposes of crime prevention and public safety. Please contact the Football Club for further information about the scheme. This scheme is controlled by Port Vale Football Club.
7.3 DUMMY CAMERAS
Public confidence is based upon effectively operating cameras. Dummy cameras are not and will not be used within this scheme.
8.0 CONTROL CENTRE MANAGEMENT AND OPERATION
8.1 The CCTV cameras within Port Vale FC are controlled and monitored at a Control Room within the Stadium.
8.2 All persons employed or considered for employment in the Control Room will be required to disclose past criminal convictions (and, if appointed, any future convictions) so the Management may decide whether the offence has a bearing on the nature of the appointment. They should be screened in accordance with BS7858.
8.3 The job specification of Control Room personnel will be applied fairly in recruitment and will include a requirement to attend court, where necessary, to give evidence in connection with any incident recorded in the Control Room. All control room employees must be suitably trained and / or be able to meet in service training requirements.
8.4 The normal PVFC supervisory and disciplinary procedures will apply to the nominated Manager and all operator staff to ensure compliance with their responsibilities in accordance with this code.
8.5 There is no monitoring equipment provided at Staffordshire Constabulary, which would allow the Police to monitor incidents.
8.6 When incidents, identified by the "retrieval CCTV system", are passed to the Police for attention, the level of response will be decided by the Police using their existing criteria, when responding to calls for police assistance. There will usually be no requirement to operate the system in "observation mode".
8.7 The nominated Manager is responsible for the day to day management of the Control Room. That nominated Manager is authorised to decide when access into the Control Room is to be permitted. This will normally be the management company, appointed Operators and any Police Officer duly authorised by the duty Safety Officer. Police Officers will receive authorisation to carry out the express requirement to take written statements from Operators who recorded specific incidents being investigated, or to collect or return downloaded images on disk being considered for use for evidential purposes.
8.8 The nominated Manager is authorised to use discretion to allow others into the Control Room on bona fide business, e.g. contractors carrying out repairs and maintenance and any accompanied visitors.
8.9 A detailed log will be maintained in the Control Room to record the names of all persons entering the Control Room, their business, and times of arrival and departure.
9.0 CONTROL CENTRE - SECURITY
9.1 The Control Room doors will remain locked at all times. Access will be strictly controlled from within.
9.2 Controllers must satisfy themselves of the identity of any person seeking access. Any cases of doubt will not be allowed access and the matter reported to the Stadium Safety Officer.
OWNERSHIP / COPYRIGHT ISSUES
9.3 All property in the Control Room, including CCTV images howsoever stored is owned by PVFC, who also owns copyright of all CCTV images.
9.4 This scheme is registered under The Data Protection Act 1998. The data controller is the nominated CCTV Manager. All data will be processed in accordance with the stated purposes and in line with a document agreed between The Data Controller and the Chief of Police, thus ensuring compliance with the Act.
9.5 The stored CCTV images in the Control Room will be used only by PVFC or the Police and then only in secure conditions for the purpose specified at section 13.0.
9.6 Individuals (data subjects) may be allowed access to information held about them. A standard 'Subject Access Request Form' should be completed and dealt with by the Nominated Manager (on behalf of the Data Controller) who will decide whether the request should receive compliance.
The Nominated Manager must complete documentation, together with reasons for refusal in the event of non-compliance with the request.
The 'Subject Access Request Form' is available at Port Vale FC Safety Office during normal office hours. The telephone number to be used to request such a form is 01782 655800. (See Appendix A for sample document).
A separate leaflet should be supplied with the 'Subject Access Request Form' which describes the types of images, which are recorded and retained, and information about the disclosure policy.
Complaints about the use of the CCTV scheme are dealt with at paragraph 1.6 (ante).
The scheme Operations Manual contains more specific instructions to ensure compliance with all relevant provisions of The Data Protection Act 1998. This includes the release of data in compliance with the principles of the Act. Material released to a third party, for the purposes of crime prevention, or detection, should be governed by prior written agreement with the Chief Constable.
USE OF STORED VIDEO IMAGES
9.7 All recorded CCTV images will be maintained in the Control Room. Discs, or other appropriate medium, will be available for downloading of images as appropriate. These are sufficient in number to allow for replacements, when discs are retained, by the Police, for evidential purposes.
9.8 At a pre-set time each day, the recorder should be checked to ensure it is in good working order and that the time and date generator is correctly set. This task should be certified in the daily log.
9.9 At least monthly a test transfer of images should be made to establish quality of picture. In the unlikely event of significant quality loss, the P.C. should be taken out of service for urgent repair.
9.10 CATALOGUING OF TRANSFERRED IMAGES
9.10.1 The "Master"
All digital storage systems, have as their core, a procedure for the production, definition and storage of a "master", which may be examined in court to confirm the authenticity of the images.
CCTV evidence is initially recorded to a computer hard disc, from which it needs to be transferred to a "removable medium". The transferred images then become "The Master" and “Copy”. This must be achieved before the relevant images are overridden on the hard disc drive to the computer.
It is therefore of vital importance that the computer has sufficient capacity (31 days) to provide a reasonable chance of transferring images which are likely to be required for evidential purposes.
9.10.2 The Master shall be:
· On a suitable removable medium.
· Labelled (ensuring long term legibility of label and medium).
· Stored in a manner and form, with software if necessary, to enable
future viewing as required.
- Kept in accordance with exhibit protocol.
- Never used, except for further copying, together with appropriate audit trail, or by order of the court to establish authenticity.
9.10.3 Achieving The Master
The process of achieving a Master may be done by:
· Making two copies simultaneously and defining one as the Master and the other as the Working copy.
· Making two copies consecutively from the hard disc and defining one as the Master and the other as the working copy.
· Making one copy, the Master, and making a working copy from that master.
Having defined "the Master" it must be documented as such and retained in secure storage as an exhibit for court purposes. The evidential procedure for such stored digital images, is identical to any other imaging and any other evidence handling requirements.
9.11 Each item of video storage medium (Master and Copy), upon which video images have been stored, will be given a unique reference number.
9.12 The Operators manual contains a precise procedure for logging the use of each individual master and for logging the "specified purpose" when the tape is released to the Police.
9.13 The stored "master" log will be securely located in the Control Room.
ERASURE OF VIDEO IMAGES
9.14 Any video recording made, which is not required by the police for evidential purposes, will be automatically overridden when the capacity of the computer hard disc drive, becomes full. Port Vale FC Control Room Operators, shall be aware of the storage life and capacity of the hard disc. For Data Protection purposes, the images will be deemed to have been erased at the point of 'over write. ' The period of image retention will not be less than the 31 days advised as a minimum.
STORAGE OF "MASTERS" (TRANSFERRED IMAGES)
9.15 Video masters will be stored in a secure cabinet to ensure that there is no unauthorised access or possibility of accidental damage. The storage space should be dust and moisture free, kept at constant temperature and electro-magnetically masked. Only the Nominated Manager and Control Room staff have authorised access to the cabinet and stored images.
10.0 USE OF SOUND
10.1 No sound will be recorded in public places, and no sound recording equipment will be installed or incorporated in subsequent development or upgrading.
11.0 USE OF AND ACCESS TO RECORDED MATERIAL
11.1 Recorded material will be used only for the purposes defined in this Code of Practice. It should be of the high quality required to satisfy evidential requirements and the Data Protection Act 1998.
11.2 Access to such material will only take place in accordance with procedures defined in
this Code of Practice.
11.3 Recorded material may be made available to the press to help in the identification of
incidents. However, recorded material will not be published or transmitted without the permission of the Club Stadium Safety Officer and the appropriate Divisional Officer, Staffordshire Police.
11.4 Recorded material will not be sold or released or used for commercial purposes or the provision of entertainment.
11.5 Public showing of recorded material will only be allowed in compliance with Police needs connected with an investigation and only then in accordance with the Codes of Practice of the Police and Criminal Evidence Act 1984. Or any other circumstance provided by law. The required release document must clearly state the intended use and time scales. Any required editing out of irrelevant subject matter should be passed for approval to the data controller.
12.0 CONTROL ROOM - PROCEDURE FOR DEALING WITH INCIDENTS SEEN BY OPERATORS
12.1 If, during monitoring in the Control Room, an operator sees an incident which involves, or appears to involve, criminal activity, the operator will immediately alert the Safety Officer / Police Commander, who will investigating the incident and deciding upon all further action to be taken.
12.2 The CCTV operator will log the details of the incident and the communication with the Police (including time, date, details of what was seen and the name of the Police Officer contacted).
12.3 Other departments with Prosecution powers such as Customs and Excise or Health and Safety Executive, may make requests for evidence through PVFC.
12.4 If, during monitoring, an operator sees an incident, which does not involve, or appear to involve, criminal activity (traffic congestion, damage or obstruction) the operator will alert the Safety Officer, whose responsibility it will be to investigate the report and take all necessary remedial action.
12.5 The CCTV operator will log the details of the incident and the reporting line used.
13.0 POLICE USE OF VIDEO IMAGES
13.1 When the Police have reasonable cause to believe that an incident has been recorded which involves, or may involve, criminal activity, a Police Officer duly authorised thewill be handed the down loaded images, against signature and in accordance with strict procedures.
All recorded material, which has been viewed by an 'Investigating Officer' or a 'Disclosure Officer' of a statutory prosecuting agency under The Criminal Procedures and Investigations Act 1996, shall be classified as either:
Potential unused material
In any event it may be regarded as "negative evidence"
A working copy of all material so viewed and deemed to be potential unused material, shall be made, recording 15 minutes either side of the incident.
The Investigating Officer must sign a disclaimer form before the working copy may be removed from the control room. The disclaimer must state that the working copy contains unused material and that the Master images may be over-written when the hard disc drive is full and the relevant images are routinely overwritten within the 31 day cycle for the removal of stored images. This is so whether the images are on hard disc drive or on transferable medium.
A subsequent statement that "no relevant images were recorded" is deemed to be inadequate. The officer should have the down loaded images, which cover the incident or the relevant time, if there are no images, in support of such a statement.
13.2 In the circumstances specified in paragraph 12.1, the down loaded images, will then be released by the Control Room, but ownership and copyright remains with PVFC (see paragraph 9.3). The images shall at no time be used for anything other than the purpose specified and identified, when they are released by the Control Room to the Police.
13.3 For any recorded images to be used as evidence in any criminal proceedings, there must be evidence of continuity of handling of the images from the time they were recorded, to their production in Court as evidence. Paragraph 9.11 above on cataloguing of images covers the logging procedures within the Control Room. Any stored images released from the Control Room to the Police will be placed in a sealed exhibit bag by the Police Officer before leaving the Control Room. The down loaded images, on disk will be kept secure at all times thereafter and will be recorded and dealt with in accordance with existing Police procedures for evidence management.
13.4 The images exhibited in court as evidence must be the down loaded images from the original recording. However, while the disk of down loaded images is in Police possession, Police may take one working copy of and a second copy to be used as disclosure material to the defence. Any disc handed to any person other than the police, (e.g. lawyer) must contain a certificate of ownership and a copyright warning relating to unauthorised use of any images contained thereon. Written statements will be required from the Police Officers as supporting evidence on copying and other handling of the recorded images.
The Police have facilities for disk copying.
13.5 If a person is monitoring the CCTV system when an incident occurs, the evidence of what was seen on the monitor will be admissible in court, as supporting evidence to the video recording itself. The provision of such statements should however be restricted in all but specific instances where there is an urgent need for such a statement, and no other means of corroboration is available. In these circumstances, a Police Officer duly authorised by the Duty Inspector of Police, will attend the Control Room and obtain a statement from the person who witnessed the incident on the monitor.
13.6 The person in the Control Room who recorded the incident and the person who removed it from the recorder by down-loading, will also be required to make statements for court purposes.
13.7 At the conclusion of the use of any recorded images by the Police, the disc will be either returned to the Stadium Safety Officer or a signed certificate of destruction handed to PVFC in lieu of the disc, unless the Court directs that it should be destroyed instead of being handed back to the Club.
PROVISION OF VIDEO STILLS
13.8 A Police Officer duly authorised by at least the rank of Detective Inspector at the Police Station local to the scheme may request the Club to produce still photographs from video recordings. All such still photographs will be indexed and recorded and a file copy retained at the Control Room. Ownership / copyright remains with PVFC, in exactly the same way as video footage.
13.9 The operator's manual will include a defined procedure for logging still images, which are produced from the recorded video images, (including dates, times and names of operators producing the photographs).
Any still photograph released from the control room to the Police will be kept secure and its handling logged, following the procedures set out in paragraphs 13.2 or 13.4 above in respect of video tapes.
Photographs may be made available to the press to help in the identification of incidents. However, photographs will not be published or transmitted without the permission of the Club Stadium Safety Officer and the appropriate Divisional Officer, Staffordshire Police.
Photographs will not be sold, released or used for commercial purposes or the provision of entertainment.
14.0 PVFC USE OF VIDEO RECORDED IMAGES
14.1 Club Stadium Safety Officer may view the recording of a specified incident which does not involve, or appear to involve, criminal activity but which may involve the services for which the officer is responsible (e.g. traffic congestion, damage or obstruction), if either -
a) During monitoring, a Control Room Operator has seen the incident and alerted the relevant staff member.
b) Club Stadium Safety Officer is made aware of incidents by any other means, but in no circumstances will the video recorded images be removed from the Control Room or copied for use outside the Control Room.
14.2 A log will be kept in the Control Room of any such viewings.
14.3 No other viewings by any person not authorised, will be permitted.
15.1 Details are available within the Control Room of points of contact with the
following, and are continuously updated:
Staffordshire Fire & Rescue
West Midlands Ambulance Service
British Transport Police
Stoke-on-Trent City Council
Others as necessary.
16.0 SPECIAL CONTINGENCIES
16.1 When major incidents arise, serious public disorder, bomb explosions / threats, serious fires, the Police may be given the authority by the Safety Officer to supervise the CCTVControl Room. If the Police are given authority to assume control, theCCTV Controllers will then respond accordingly and ensure that appropriate assistance and guidance is given but will retain the operation of the equipment controls. The log should record the time at which Police assumed responsibility.
16.2 In extreme cases, if Police require sole occupation of the Control Room, this will be subject to agreement between the appropriate Police Superintendent, and the Port Vale Safety Officer.
17.0 EMERGENCY EVACUATION AREA PROCEDURES
17.1 On the occasion of the Control Room lying within an emergency evacuation area, CCTV Controllers will be expected to vacate the Control Room. The following procedures will be followed if safe to do so:
· Cameras will be focused on the optimum positions to assist management of the incident e.g. on a possible bomb location.
· On departure from the CCTV Control Room, the Control Room will be secured against unauthorized entry.
18.1 All staff will be given appropriate formal training to a level determined within the Clubs CCTV Strategy.
19.0 EVALUATION, MONITORING AND AUDIT OF SCHEME
19.1 PVFC should arrange for independent evaluation to establish whether the purposes as stated are receiving compliance and whether the objectives are being achieved.
The process should include:
· Assessment of impact on crime
· Assessment of neighbouring areas without CCTV
· Views of the public
· Operation of the Code of Practice
· Whether the purposes and key objectives remain valid
· Complaints received relating to scheme use
· Data protection and legal requirements
· Maintenance schedule and performance test of the system
Evaluation should be provided for in annual budgetary considerations.
19.2 An Annual Report will be compiled and made available for public information by PVFC. The topics covered within the report should include details of the following:
· A description of the scheme and the geographical area(s) of operation
· The scheme's policy statement
· The purpose and scope of the scheme
· Any changes to the operation or management of the CCTV scheme
· Any changes that have been made to the policy
· Any proposals to expand or reduce the operation of the scheme
· The aims and objectives for the next 12 months
The annual report should also provide details of the scheme's achievements during the previous 12 months, which may be based on information already held by the scheme. The assessment of the scheme's performance should include:
· The number of incidents recorded by the scheme
· The number of incidents reported to the Police and, where appropriate, other bodies, e.g. the local authority
· An assessment of the CCTV scheme's impact on crime levels, and types of crime in the area covered by the scheme.
20.1 Breaches of this Codes of Practice by staff may lead to disciplinary action being taken
which could result in dismissal and staff may be subject to possible criminal
20.2 Images will only be used for internal disciplinary action where the Club is permitted
to do so under the Data Protection Act, and the Human Rights Act 1998.
20.3 The system is registered with the Office of the Data Protection Registrar.
REVIEW DATE: February 2014