Privacy Notices - Special Educational Needs and Disabilities recording Microsoft Teams meetings Privacy Notice


You need to read and be aware of this privacy notice if you attend an event, briefing, or session that may be recorded, using Microsoft Teams (or other agreed media platform) for inspection preparation and self-reflection purposes for inspection preparation.

What is a Privacy Notice?

A Privacy Notice is a statement issued by an organisation that 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 an inspection preparation session 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 after the event for inspection preparation purposes. If you speak in the meeting, 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 inspection preparation sessions 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 and partners to:

  • be prepared for all aspects of Ofsted/CQC inspections in relation to services supporting Special Educational Needs and Disabilities, by being able to reflect on delivery of information and answering questions posed by inspectors
  • provide training opportunities accessible to staff/partners, who cannot attend particular inspection preparation sessions
How the law allows us to use your information?

We seek to provide these inspection preparation sessions to support staff/partner’s readiness for inspection.

We seek your consent for the following reasons:

  • It is necessary for staff/partners to be prepared for Ofsted/CQC inspections
  • You, or your legal representative, have given consent
  • It is necessary to perform our statutory duties

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 the staff/partners involved in inspection preparation, to support their practice in self-reflection and inspection preparation.

Therefore anyone involved in inspection preparation work who works for Swindon or who has been co-opted/contracted to complete this work, 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 stored  in a secure way, and we will make them available to those that are part of the inspection preparation process.

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 inspection preparation involves Swindon permanent or contracted staff, and key partners representing children, young people and families.
  • training for our staff to make them aware of how to handle information and how and when to report when something goes wrong

You will always be informed when accepting an inspection preparation session that it is to be recorded and a reminder will be verbally shared during the introduction to any inspection preparation 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 6 months. 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 inspection preparation sessions 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 inspection preparation sessions, please discuss with the organiser/manager prior to accepting.

What if you do not provide personal data?

You are under no statutory obligation to agree to attend inspection preparation sessions that are being recorded for inspection preparation and self-refection purposes in Swindon Borough Council. If you do not wish to attend any session that is being recorded, you do not have to. You can access the recording at a later date. However if you do not agree, it may be that you will be unable to be involved in the inspection preparation process.

How will we ensure compliance?

We have internal auditing processes to ensure compliance.

We are also be subject to external regulatory compliance audits such as Ofsted/CQC.

Main privacy notice

You are viewing the Privacy Notice for SEND recording Microsoft Teams meetings.

Read the main Privacy Notice