CCTV & Dashcam Policy.

Introduction

KLA Taxis is fully committed to protecting the privacy and rights of all individuals whose personal data we process, including passengers, drivers, and members of the public. This policy explains how and why we use Closed-Circuit Television (CCTV) and dashcam systems across our licensed taxi fleet, in full compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and guidelines set by the Information Commissioner’s Office (ICO).

We are registered with the ICO under registration number ZB526393, confirming our adherence to legal and ethical data protection standards.

Data Protection Officer

Our designated Data Protection Officer (DPO) is:
Miss Rebecca Waters

Miss Waters oversees all matters relating to data protection, including CCTV and dashcam operations. She is the primary point of contact for any questions, concerns, or requests regarding your personal data.

Purpose of Recording

All recording systems are installed and operated only for the following purposes:

  • Investigation of accidents, collisions, near-misses, or safety-related incidents
  • Investigation of complaints, disputes, or criminal activity
  • Supporting insurance claims, legal proceedings, or official enquiries
  • Ensuring the safety and security of passengers, drivers, company assets, and the general public
  • Verifying facts relating to traffic incidents or road safety matters

We do not use these systems for:

  • Monitoring staff performance, driving style, or conduct for disciplinary reasons
  • General surveillance, unnecessary tracking of journeys, or monitoring of private activities
  • Recording sound or audio inside the passenger compartment
  • Any purpose other than those clearly listed above

System & Storage Details

  • Provider: All our CCTV and dashcam systems are supplied, installed, maintained, and supported by RAM Tracking, a specialist provider meeting strict data security and privacy standards.
  • Camera Locations & Specifications:
    o Internal CCTV: Fitted inside all licensed vehicles, positioned to capture visual footage only of the passenger compartment and relevant interior areas. Audio recording is permanently disabled — no sound, conversations, or voices inside the cab are ever recorded or stored. These cameras do not record outside public spaces, private properties, or areas where individuals have a higher expectation of privacy.
    o Front-Facing Dashcams: Installed to capture visual footage only of the road ahead, traffic conditions, and the external environment directly in front of the vehicle. They are angled to avoid recording into private properties, residential windows, or areas not relevant to road use. No audio is recorded by these cameras either.
  • Recording & Storage: Footage from both internal CCTV and front-facing dashcams is recorded securely, encrypted during transmission, and stored in a password-protected cloud platform managed by RAM Tracking. Only visual imagery is captured and stored; no audio data is collected at any time.
  • Retention Period: All recorded visual footage is stored for approximately 60 hours (2.5 days) from the time of recording. After this period, it is automatically and securely overwritten, unless it has been flagged and retained specifically for an ongoing incident, accident, or formal investigation. No data is kept longer than necessary.

Lawful Basis for Processing

Under UK GDPR, we process personal data captured by our CCTV and dashcam systems on the following legal bases:

  • Legitimate interests: Processing is necessary to ensure safety, prevent crime, investigate incidents, protect road users, and safeguard the rights and safety of passengers, drivers, and third parties — balanced carefully against individual privacy rights. We have minimised data collection by only recording visual information and excluding audio entirely.
  • Legal obligation: Processing may be required to comply with laws, regulations, or formal requests from authorities such as the police, Traffic Commissioner, or insurance providers.

Your Rights

As an individual whose data may be captured by our recording systems, you have the following rights under data protection law:

  • Right of access: You can request confirmation of whether we hold your data and obtain a copy of relevant footage. Requests must be made in writing to our DPO at compliance@klataxis.co.uk. We will verify your identity before processing your request and responding within one month.
  • Right to erasure: You may ask us to delete your data if there is no legal or valid reason for us to keep it.
  • Right to restrict processing: You may request we limit how your data is used in certain circumstances.
  • Right to object: You may object to processing based on legitimate interests, and we will consider your request carefully.

If you are not satisfied with our response or believe we have breached data protection laws, you have the right to complain directly to the Information Commissioner’s Office: https://ico.org.uk/

Access & Disclosure

Only specifically authorised personnel (including our DPO and designated safety or compliance staff) may access CCTV or dashcam footage, and only when required for the permitted purposes outlined in this policy.

Drivers do not have access to view, download, edit, or share footage from their own or any other vehicle.

Footage will only be shared with third parties (such as police, insurers, legal representatives, or regulatory bodies) when legally required, authorised by law, or necessary for the purposes listed. We never share footage for commercial, marketing, or unrelated purposes.

Data Security

We take appropriate technical and organisational measures to protect your data, including:

  • End-to-end encryption for data transmission and cloud storage
  • Restricted, role-based access controls with individual user logins
  • Permanent disabling of all audio recording functions to protect privacy
  • Regular security reviews, updates, and system maintenance
  • Strict retention schedules and automatic secure deletion/overwriting
  • Staff training on data protection, privacy, and secure handling of recorded material
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For all enquiries about our CCTV, dashcam systems, or data protection practices, please contact:
Miss Rebecca Waters, Data Protection Officer
Email: compliance@klataxis.co.uk
Telephone: 01386 777777
Address: KLA Taxis Evesham Ltd. 84B Fairfield Road, Evesham, WR11 1HL