Privacy Notices - Adult Community Learning - recording adult course sessions on Microsoft Teams Privacy Notice


You need to read and be aware of this privacy notice if you attend an event, briefing, or training  session that may be recorded, using Microsoft Teams ( or other agreed media platform) for auditing and quality assurance purposes. This includes Adult Community Learning sessions.

What is a Privacy Notice?

A Privacy Notice is a statement issued by an organisation which explains how personal and confidential data about individuals is collected, used and shared.

Who is collecting and using your personal data?

Swindon Borough Council will act as a “Data Controller” for any personal data that you provide to us. We will ensure that the data given to us is processed in line with our Data Protection Act 2018 (DPA 18) and the EU General Data Protection Regulations. (GDPR)

To find out more about Swindon Borough Council’s data protection policies please contact our Data Protection Officer. or in writing to Data Protection Officer, Civic Offices, Euclid Street, Swindon, Wiltshire, SN1 2JH.

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data.

Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. Recording a training session, briefing or event, means that if you have your picture or video image on screen or might include whatever you have in the background if you are working from home. These will be recorded.

If a recording is going to take place on the day you are in attendance, you are informed  in the invitation to attend and on the day of recording the session (normally verbally) prior to any recording taking place. You will be told of the purpose of the recording and that it will be made available for use with other Swindon tutors. It is likely if you ask a question this will be recorded.

Please ensure you are aware that anything else that may be in the background could be recorded. You can on Microsoft teams put up a background to stop any additional pictures of your home being recorded. The processing of data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).

Therefore anyone attending the recorded session may have aspects of their personal data recorded, if they actively participate or not.

What personal data do we collect?

Your name and email address, voice and image and as above under 'Your personal data - what is it?

How do we process your personal data?

We comply with our obligations under the GDPR by keeping personal data up to date.

We will store and share the recordings of training, briefings or events by storing appropriately.

We will retain the recording as agreed.

Why do we need your personal information?

We are required to collect evidence of all learner achievements to comply with OFSTED, Exam Boards and ESFA funding requirements. We may do this by recording part or all of an online session.

How the law allows us to use your information?

We are required by the ESFA (an executive agency of the Department for Education) who fund our courses, to collect this information to enable the DfE to exercise its functions and to meet its statutory responsibilities, including under the Apprenticeships, Skills, Children and Learning Act 2009.

Who do we share your information with?

We will share the recording of your online session your learning achievement with:

  • Swindon Borough Council Adult Community Learning staff  
  • the ESFA and OFSTED if requested
  • the appropriate examination board or awarding body if requested
How do we protect your information?

We will do what we can to make sure we hold records about you (on paper and electronically) in a secure way, and we will only make them available to those who have a right to see them.

Examples of our security include:

  • encryption, meaning that information is hidden so that it cannot be read without special knowledge (such as a password). This is done with a secret code, or what is called a 'cypher'. The hidden information is said to then be 'encrypted'.
  • controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it
  • training for our staff allows us to make them aware of how to handle information and how and when to report when something goes wrong
  • regular testing of our technology and ways of working including keeping up to date on the latest security updates (commonly called patches)
How long do we keep your personal information?

We will keep online TEAMS recordings of learner achievement for two years.

What you can do with your information?

You have the choice to attend the course or not. If you attend you are consenting to having your video image/voice recorded. If you have your camera on during the training event or you ask a verbal question. It is possible the recording will also pick up your writing in the chat part of Microsoft teams.

We need to be clear that you are fully aware of this when you agree to attend and take part in a teams recorded session.

Your right to complain

In the event that you wish to complain about the way that your personal data has been handled by Swindon Borough Council, you should write to the Data Protection Officer and clearly outline your case. Your complaint will then be investigated in accordance with our customer complaint procedure.

If you remain dissatisfied with the way your personal data has been handled, you have the right to complain to the Information Commissioner’s Office at You may refer the matter to the Information Commissioner’s Office whose contact details are below:

Information Commissioner’s Office
Wycliffe House
Water Lane


This website also contains information on data protection and your rights and remedies.

What if you do not provide personal data?

You are under no statutory obligation to agree to attend training/briefing/events that are being recorded for quality assurance and auditing purpose in Swindon Borough Council. If you do not wish to attend any training/briefing event that is being recorded, you do not have to. However if you do not agree, it is possible that you will be unable to access, participate in and complete the course you wish to enrol on.

How will we ensure compliance?

We have internal auditing processes to ensure compliance.

We are also subject to external regulatory compliance audits including Ofsted.

Main privacy notice

You are viewing the Privacy Notice for recording Microsoft Teams meetings for training and development and for quality assurance and auditing purposes within Adult Community Learning, Childrens Services.

Read the council's main Privacy Notice