Privacy Notice for Teams Recordings
Introduction
This privacy notice explains how Flintshire County Council collects, uses and protects personal data in relation to recordings made on Microsoft Teams. This privacy notice is in addition to the notification provided to you either by email, or within the Microsoft Teams invitation which will explicitly state the reasons for a particular recording.
For any personal data collected through Microsoft Teams recordings, Flintshire County Council is the Data Controller and will ensure that the data given to us is processed in line with Data Protection legislation.
To find out more about our data protection policies please contact our Data Protection Officer - DataProtectionOfficer@flintshire.gov.uk
How we collect your information and what information may we collect?
When you participate in a Microsoft Teams meeting that is being recorded, we will get the information directly from you. The categories of personal information that will be collected is personal information relating to participant identity this could possibility include contact information and your personal contributions.
The recordings could also contain the following:
- Chat messages and shared files during the meeting
- Audio and video recordings (including background images)
- Transcriptions of the meeting may be generated, this will include your contributions
- Your display name and/or email address may also be captured
Please note: If your camera or microphone is enabled, anything visible or audible may be recorded. You may choose to blur your background or use a virtual background.
Why will you record the meeting?
The Council uses Microsoft Teams to hold meetings, in some cases these may be recorded and/or transcribed. There are various reasons for the use of recordings/transcribing for example:
- To establish participant identities and further contact details if required
- To have a record and potential transcript were agreed
- Informal notes of any discussions in the recorded meeting
- Formal records of any discussions, actions, agreements or decisions in the recorded meeting
- To record formal Council Committee meetings where agreed
- For training or evidence purposes
- To support participant accessibility where agreed
- To record business meetings where requested by the meeting organiser to support ongoing dissemination and to create records of discussions, decisions and progress where agreed.
Lawful Basis
We will only record meetings where we have an identified and valid lawful basis. The legal basis for each MS Teams recording and transcription will depend on which type of meeting is being recorded and the reason for the recording being made. However, this will be either;
- Public Task: the processing is necessary for the Council to perform a task in the public interest or for its official functions with a basis in law
- Legitimate Interests: the processing is necessary for our legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect your personal data which overrides those legitimate interests.
If you are concerned, you should speak directly with the meeting organiser to review the reasons for a particular meeting.
Notification and Transparency
If a recording is going to take place at the meeting you are attending, you will be informed in advance. You may choose to disable your camera or microphone or use the chat function if you prefer not to have your audio or video recorded.
Retention
We will retain the recordings for as long as necessary to fulfil the purposes outlined in this notice, or as required by law. As default, all our recordings will be retained for up to 60 days. However, where there is an identified requirement to keep recordings for longer, services will extend this retention period as relevant. You should refer to either the notification sent in the invitation, or by email, or speak directly with the meeting organiser to review the retention period for a particular meeting.
Your Right to Complain
If you have any worries or concerns about attending the meeting, please discuss with the meeting organiser prior to accepting the invitation.
Further Information
For further information about how Flintshire County Council processes personal data and your rights please see our privacy notice on our website - Privacy Notice
Changes to this Privacy Notice
We may update this privacy notice from time to time. Any changes will be posted on this page with an updated effective date.