Privacy

What we collect when you apply

Your name, role, organisation, organisation type, work email address and phone number, the date and time you ticked the consent box and whether your email domain matched a known public sector domain or was checked by hand.

A one-way hash of your IP address, kept to spot abuse of the form. It cannot be turned back into an address.

The decision the CCTV User Group made on your application, who made it and any note or reason they recorded, together with the single-use access code issued to you.

What we collect when you run an assessment

Every answer you give, the result the toolkit produced from them and which versions of the Airwave Vetting Protocol and the toolkit's own analysis produced it. Your name, organisation, role, email address and phone number are copied from your application onto the assessment so the letter and the summary can be produced again later.

A one-way hash of your IP address, kept to spot abuse of the form. It cannot be turned back into an address.

That a copy of your outputs was emailed to you, and when. Whether you consented to your answers feeding the anonymised register and to your control centre answers being used in the CCTV User Group's CCTV sector research work.

If you completed the optional control centre step and ticked its consent, those answers are held against a tidied-up version of your organisation name and used only in aggregate for the CCTV User Group's CCTV sector research work. They are never published at organisation level.

A record of every copy of the letter, the summary and the checklist that is produced for you, with a reference number that is printed on the copy. The record keeps your name for the same 36 months as your assessment; after that only the reference number, the document type and the date remain. If a copy turns up where it should not, the reference tells us which copy it was.

If you ticked the register consent, an anonymised entry is created holding which police force, what vetting level it demanded, the reason it gave, whether it produced a risk assessment, what clearances it had accepted before and what happened in the end. It is linked to your assessment until the assessment is deleted, after which it is fully anonymised: it holds no organisation name and no contact details at any time, and the User Group reviews every entry before it is published.

Payment

If you pay to unlock your outputs, Stripe takes the payment and holds your card details. We never see them. We keep the Stripe payment reference and the date, so we can match a payment to an assessment and answer a query about it.

How long we keep it

Applications and assessments, including the contact details on them, are each kept for 36 months from the date each was entered, then deleted automatically: your application from the day you applied, your assessment from the day you submitted it.

Control centre profiles are kept until they are replaced by a newer answer from the same organisation.

Register entries are kept indefinitely in their anonymised form, because the value of the register is the trend over time. When the assessment behind an entry is deleted, the entry loses its link to any organisation.

Who sees it

CCTV User Group administrators, who review applications, approve access and look at assessments when someone asks for help. Nobody else has access. Stripe sees only what it needs to take a payment.

Your choices

Email vetting-support@cctvusergroup.com and we will delete your application, your assessment, your contact details and your control centre profile before the 36 months are up, though the record of which documents were produced for you is kept without your name. Say which organisation you are writing about. If you also want your register entry withdrawn, say so and we will remove it rather than anonymising it further.

Cookies

One cookie, named vet_dev_ followed by your access code: it locks your letter, summary and checklist to the first device you open them on, so a code cannot be used by several people at once. It is not used to track you, identify you across other sites or build a profile, so it does not need your consent, and it lasts up to 400 days. Email vetting-support@cctvusergroup.com if it has locked out a device that should be yours and we will issue a fresh code.

There is no analytics or advertising tracking on this toolkit beyond the standard request logging our hosting provider performs. The emails we send carry no tracking pixels and no rewritten links.