Privacy Notices - Microsoft Teams training and meetings for Housing Lettings and Voids Privacy Notice


You need to read and be aware of this privacy notice if you attend or take part in a training session or meeting that relates to training. It may be recorded, using Microsoft Teams.

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, or meeting&, 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 staff. 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 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 & meeting relating to training by storing appropriately.
We will retain the recording as agreed.

Why do we need your personal information?

We have a responsibility to train and develop our staff to:

  • develop our workers who deliver services
  • provide training to staff, who cannot attend on the day
How the law allows us to use your information?

We seek to provide this training to support the delivery of our work in Voids and Lettings.

If we have consent to use your personal information, you have the right to remove it at any time.

If you want to remove your consent, contact and tell us which service you are using so we can deal with your request.

Who do we share your information with?

These Microsoft team recordings will be made available to other Void or Lettings staff within Swindon Borough Council to support the business and training within the area.

Therefore anyone involved in Lettings and Voids area of work that works for Swindon borough council, may view the recordings.

How do we protect your information?

We will do what we can to make sure the recordings we produce and save are saved in a secure way, and we will make them available to those that require the training in Voids & Lettings if applicable.

Examples of our security include:

  • controlling access to systems and networks which allows us to stop people who are not allowed to view the recording from getting access to it. The training is internal training for Swindon permanent or contracted staff only.
  • 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
  • informing you when accepting a training or meeting session that it is to be recorded and a reminder will be verbally shared during the introduction to any training or meeting, so you are clear the recording is about to take place
How long do we keep your personal information?

The recording will be kept for as long as it is deemed up to date and useful for the service, no longer than 3 years. It will be appropriately and securely deleted when no longer required.

What you can do with your information?

You have the choice to attend the training/ training related meetings or not. If you attend you are consenting to having your video image/voice recorded. If you have on your camera 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

If you have any worries or concerns about attending the training, please discuss with the training/meeting organiser/manager prior to accepting.

What if you do not provide personal data?

You are under no statutory obligation to agree to attend training/meetings that are being recorded for training purposes. If you do not wish to attend any training or meeting event that is being recorded, you do not have to.

It is likely you can access the recording at a later date. However if you do not agree, it may be that you will be unable to access the training.

How will we ensure compliance?

A yearly audit will take place on personal data to ensure that we remain legally compliant in accordance with current data protection legislation.

Main privacy notice

You are viewing the Privacy Notice for Microsoft Teams training and meetings for Housing Lettings and Voids.

Read the main Privacy Notice