Primary Purpose and Objective

With the introduction of the online Book-a-Court system and therefore keypad access to the courts and clubhouse, Eildon Park Tennis Club (EPTC) has installed surveillance cameras to monitor and enforce policies, procedures and conditions applicable in relation to your use of EPTC’s facilities, to assist the management and security of its facilities, to deter  crime and contribute to the safety for all using our facilities.

Resources

There are eight (8) cameras operating on a 24/7 basis in and around the clubhouse and courts. Prominent signage has been posted on external and internal fences, near gates and on the clubhouse external and internal walls.

Collection of CCTV data

Collection of CCTV data collects personal information only by lawful and fair means and not in an unreasonably intrusive way.

Vision from all eight (8) cameras is automatically electronically recorded. To optimise storage capacity internal motion detection sensors are used to trigger the commencement of recording. Typically, the system will store video for approximately a week after which it is automatically overwritten.

The video on the system is available for live monitoring or playback either locally at the unit or remotely on appropriately equipped devices.

To access video locally, the controls within the locked equipment cabinet located in the clubhouse bar/storeroom (accessible by EPTC Committee and coaching staff) must be used. Keys for access to the equipment cabinet are held by:

• EPTC President (Brandon Paoucci)
• EPTC Treasurer (Clem Oh)
• EPTC Secretary (Leanne Siwes)

To view video remotely the following EPTC personnel had have devices suitably equipped:

• EPTC President (Brandon Paolucci)
• EPTC Secretary (Leanne Siwes)
• EPTC Treasurer (Clem Oh)
• EPTC Night Convenor (Stuart Naylor)

EPTC personnel with system administrator rights, and who are able to modify access rights are:

• EPTC President (Brandon Paolucci)

Any modification of the above access rights to the surveillance system requires prior approval of the EPTC Committee, and that this policy be immediately updated accordingly. This policy was last updated on 21 August 2021.

Monitoring of CCTV data

EPTC personnel that have access to the surveillance system are able to monitor the live video at any time. Convenors are able to view court conditions (e.g. when considering if a competition washout is to be declared), and administrators are able to check consistency with Book-a-Court arrangements and actual usage.

Incidents and Requests

Should here be an incident or request for which recorded video is required, one of the EPTC Maintenance personnel, in the presence of one of the EPTC President, EPTC Secretary or EPTC Treasurer, shall copy the required video and export it to an external storage device. The external storage device shall be provided to the EPTC Secretary for the incident or request investigation. A copy of the video shall be held by the EPTC Maintenance personnel for safe-keeping for the duration of the incident or request investigation. Both copies of the exported video shall only be destroyed after decision of the EPTC Committee.

The incident or request must be reported as soon as possible after the event as the duration of video storage on the system is limited (to approximately one week). 

Incident reports or requests for video footage are to be directed to:

• EPTC President (Brandon Paolucci, 0409 147 677); president@eptc.org.au, or
• EPTC Secretary (Leanne Siwes, 0418 378 768); secretary@eptc.org.au 

Copy and export of the required video must be arranged within 48 hours of receipt of the incident or request.

Requests for video will not be granted for footage of a personnel nature (e.g. for training purposes or match review), for coaching purposes nor for media purposes.

All incidents reported and requests for footage are to be recorded by the EPTC Secretary in a register which is reviewed at each EPTC Committee meeting.

Recorded footage is subject to release under the FOI Act and EPTC will abide with directions issued by law enforcement agencies.

Disclosure

CCTV footage and records will only be used and disclosed to a third party in accordance with the primary purpose of collection. In addition, reasonable steps will be taken to protect information gathered through the CCTV from misuse or inappropriate disclosure.

Data Security and Records

EPTC will store and secure copied CCTV footage in a manner that protects the integrity of the information; and protects the personal information it holds from misuse, loss, unauthorised access, modification or disclosure.

Disposal

In general, the surveillance camera footage is temporary and is automatically destroyed unless specific actions have been taken to store video in response to an incident and/or request.

However, when footage is used to investigate and document specific incidents, EPTC may need to retain the footage for longer periods. For example, records relating to a death or serious injury in a council provided community service are permanent and may not be destroyed.

Privacy

Use and disclosure of CCTV footage and personal information will be in accordance with privacy laws. Information gathered by EPTC as a result of the CCTV system will only be shared with other EPTC personnel on a need to know basis.

Inappropriate use and breach of policy

You may make a complaint about the way in which we have handled CCTV footage and personal information contained therein to:

• EPTC Secretary (Leanne Siwes, 0418 378 768); secretary@eptc.org.au, or
• Knox City Council, Team Leader Leisure Development, 9298 8000, knoxcc@knox.vic.gov.au

Accountability, audit and evaluation

EPTC will regularly report on the operation of the CCTV system against the objectives and purpose of the system and against documented performance standards. A CCTV incident, request and disclosure register will be maintained. EPTC will also conduct regular audits of the CCTV system and appropriate action plans formulated to address any deficiencies.

For further information regarding this policy, please contact Brandon Paolucci
 on 0409 147 677 or president@eptc.org.au.