Author: B. Vernon

Version: 1.3

Issue Date: October 2025

Review Date: October 2026

Overview

This policy outlines to employees, contractors, congregation and visitors, of Tawa Baptist Church (TBC) the purpose of why we operate closed circuit television (CCTV) cameras, how the images will be used, who is responsible for the system and other information relevant to the system.

This policy is designed to protect the privacy of individuals and comply with our legal obligations under the Privacy Act 2020. The policy aims to follow best privacy practice to ensure that any image captured, collected and stored are handled in a confidential manner that protects an individual’s privacy at all times.

Scope

This policy applies to the installation and use of CCTV cameras in and around the Tawa Baptist Church property which are installed with the intent to record video for the purposes of:

  • surveil and gather information if a crime were to occur;
  • act as a deterrent for crime.

The policy governs all new and future CCTV monitoring systems. This policy does not apply to:

  • use of video recording technology for Sunday services
  • Any future live streaming cameras installed for public viewing

CCTV systems are used at TBC for the following reasons:

  • to deter and investigate theft or damage to property
  • it may detect and capture evidence of crime e.g. assault or theft
  • it actively and openly promotes the security of our premises to the community

CCTV or images may be used for investigations as follows:

  • Dishonesty or theft
  • Evidence of crime
  • Health and Safety purposes e.g. investigating an accident, incident or harm

The Deacons’ Board is responsible for the CCTV system. In particular they will:

  • Oversee how it works.
  • Be the point of contact for any faults with the system.
  • Take responsibility for enquiries regarding the operation of the system and/or image requests.
  • Deal with any problems or issues and help with staff training.

Pastors will also be shown how the system operates so that they can respond to simple questions from the congregation or contractors. Any formal written request by an individual to view footage related to them will be referred to The Deacons’ Board for consideration. If the requested footage shows only the person concerned, footage may be released.  However, the decision to view footage will be governed by the need to protect other people’s privacy. If a request to view the footage is unable to be granted without unreasonably breaching others’ privacy, a written description may be provided of what they are doing in the footage. Any such request will be responded to within 20 working days.

The Deacons’ Board will allow access only of relevant CCTV footage to:

  • Authorised staff at TBC
  • TBC Legal Representatives
  • Contractors on site specifically to work on the CCTV equipment at the request of The Deacons’ Board. CCTV maintenance companies will be able to access the CCTV images for system maintenance purposes only.
  • New Zealand Police or other public sector agencies when the use or disclosure is necessary to enable the Police to uphold the law. This includes enabling them to prevent, detect, investigate, prosecute and punish offences. The use or disclosure of our CCTV images may be necessary for court or tribunal proceedings.
  • Individuals who have formally requested information at the authorisation and direction of the Deacons’ Board and within 20 days of the request.

How long will images be held?

CCTV or Images will be held on record for up to one-month on our CCTV system at which time they will automatically delete unless, they are the subject of an ongoing investigation

When does CCTV operate?

CCTV will be recorded 24 hours – 7 days a week. The reason we run it 24 hours – 7 days is in case there are criminal activities after hours.

Who will monitor the CCTV cameras?

The cameras will be monitored by The Chair of the Deacons’ Board and the Associate Youth Pastor and any authorised staff at the approval of The Deacons’ Board. Footage will be viewed in accordance with the provisions contained in this policy. CCTV images can be accessed via personal logons to the security site via the web, at any time.

Where will cameras be positioned?

Authorised staff and contractors, with consultation from all staff will select the place the CCTV equipment is installed to meet the ‘purpose’ of why we have CCTV cameras.

How will evidence captured by CCTV be acted on?

Criminal evidence will be referred to the Police for investigation.

Where a Health and Safety investigation is required due to CCTV footage observed, an investigation will be conducted with the person involved, the ministry leader if applicable and in accordance with the Health and Safety policy relevant to the situation. Evidence will be supplied to relevant agencies as required.

How will TBC know if the policy is being complied with?

The Deacons’ Board will review this policy annually in approximately October each year. Documentation of the review will be recorded in The Deacon’s Board meeting minutes.

Guidelines

All care will be taken to check CCTV images are accurate, complete, relevant and not misleading before they are used. Information collected on CCTV will only be used for the original purpose they were collected for. CCTV images that identify individuals will not be publicly disclosed unless we have the consent of the individual(s) shown in the footage or have consulted the Police. The placement of any and all CCTV equipment will not unreasonably intrude on the privacy of individuals. Signs will be clearly displayed at the office, auditorium and hall to advise that there are CCTV cameras in operation. Further information will be displayed next to these signs indicating who the CCTV is owned and operated by, Contact Details for further information, and the link to the Tawa Baptist website, http://www.tawabaptist.co,nz, where this policy will be published. A hard copy of this policy will be filed at the main office, and kept on our computer system with other Policies and Procedures.