Alarm Receiving Centre (ARC) privacy notice for Vale of Glamorgan

The Council process personal data on a day-to-day basis. We hold certain information about you this is known as personal data. We are registered with the Information Commissioner's Office and any information we hold will be processed in line with the principles set out by ICO Regulations, which we must comply with.

We will:

Continue to strengthen our processes for maintaining the privacy of all personal information we hold.
Have need for all our employees to comply fully with Data Protection law.
Only hold the minimum personal information needed to allow us to perform our role as a Council.
Delete personal information once the need to hold it has passed.
Access and process all personal information in line with fair processing set out upon collecting information from Individuals.
Design our systems and processes to comply with data protection principles.
Take immediate action if we discover that our policies are not being complied with.

This notice is designed to give you information about the data we hold about you, how we use it, your rights in relation to it and the safeguards that are in place to protect it.

What personal data we hold and how we obtain it

The types of personal data we hold and process about you can include:

Contact details, including name, address, telephone numbers and email address.
Identifying details, including date of birth,
Information about a criminal conviction where relevant.
CCTV footage, vehicle registration numbers and/or recorded calls - Only when a request is submitted by Vale of Glamorgan and footage located.

We obtain your data when:

Vale of Glamorgan or South Wales Police submit a request for footage which may identify you or your vehicle.
When you use one of the Help Points for emergency assistance

The legal basis for our use of your personal data

Cardiff ARC provides several services to the Vale of Glamorgan.

For public space CCTV monitoring, the Council holds personal data about you in its capacity as joint data controller with the Vale of Glamorgan.
For the monitoring and response to public Help Points, the Council holds personal data about you in its capacity as joint data controller with the Vale of Glamorgan.
Where Cardiff ARC provides a remote monitoring service for Car Parks across the Vale of Glamorgan, Cardiff ARC process the data, and all decision-making and control is held with the Vale of Glamorgan. Further information about how we use your personal data is provided below.

The legal basis for our use of your personal data will generally be one or more of the following:

we need to process your personal data to satisfy our legal obligations as the Local Authority
we need to process your personal data to carry out a task in the public interest or in the exercise of official authority in our capacity as a public body; [and/or]
because we need to process your personal data to meet our contractual obligations
processing is necessary in order to protect the vital interest of the data subject or of another natural person.

How we will use your personal data

We may process your personal data to fulfil our obligations, this can include the processing of your personal data for all or any of the following purposes:

Provide CCTV footage, vehicle registration numbers and/or recorded calls to the Vale of Glamorgan.
for statistical and reference purposes, this will be anonymised data.
to comply with our legal and regulatory obligations as a Local Authority.

Organisations that we may share your personal data with

We will share your personal data with partner organisations and service providers so that they can help us carry out our contractual duties, rights and discretions in relation to the services we provide. In each case we will only share data to the extent that we consider the information is reasonably required for these purposes.

Any Personal Information we hold will be disclosed, with reasonable purpose to:

Our staff - where the information is vital and required for their work.
The Courts - under the direction of a Court Order.
Police - where they request CCTV footage for the detection and/or prevention of a crime.
Our partners - Vale of Glamorgan, strictly in line with agreed procedures.
Contractors- Where access is required to carry out work, this is conducted in line with agreed privacy procedures.

How long we keep your personal data

Information	ARC retention	Standard reference	Comments
CCTV Footage Release Forms	3 years- Unless deemed necessary to keep in line with an investigation	ICO Surveillance Camera Code of practice 5.2.5 & SCC Code of Practice Principle 6, BS 7958 2015 Clause 7.2	Full data release form including signed visitor sheets
CCTV Footage within Evidence Locker	1 year - Unless deemed necessary to keep in line with an investigation	ICO Surveillance Camera Code of practice 5.2.5 & SCC Code of Practice Principle 6, BS 7958 2015 Clause 7.2	Footage saved in evidence locker outside of standard 31 day retention period. Monthly audit of saved footage.
CCTV Incidents on Video Management System	2 years - Unless deemed necessary to keep in line with an investigation	ICO Surveillance Camera Code of practice 5.2.5 & SCC Code of Practice Principle 6, BS 7958 2015 Clause 7.2	Full incident log on VMS

Your rights

You have a right to access and obtain a copy of the personal data that the Council holds about you and to ask the Authority to correct your personal data if there are any errors or it is out of date. In some circumstances you may also have a right to ask the Council to restrict the processing of your personal data until any errors are corrected, to object to processing or to transfer or (in very limited circumstances) erase your personal data.

If you wish to exercise any of these rights or have any queries or concerns regarding the processing of your personal data, please contact the Data Protection Officer as indicated below.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email:

[email protected]
[email protected]

Call us at:

029 2038 1850 (Cardiff ARC)
014 4670 0111 (Vale of Glamorgan)

Or write to us:

Cardiff ARC, County Hall, Atlantic Wharf, Cardiff CF10 4UW
Civic Offices, Holton Road, Barry, CF63 4RU.

Updating this notice

Cardiff ARC keeps its Privacy Notice under regular review. This Privacy Policy was last updated on 31 December 2024.

How to contact us

If you have any questions about Cardiff ARC's privacy policy, the data we hold about you, please do not hesitate to contact us.

Email us at: [email protected]

Call us: 02920 381850

Or write to us at: Cardiff ARC, County Hall, Atlantic Wharf, Cardiff CF10 4UW

How to contact the appropriate authority

Should you wish to report a complaint or if you feel that Cardiff ARC has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner's Office via their website.