Privacy Notices - Recording of strategy discussion meetings in the Multi Agency Safeguarding Hub Privacy Notice
You need to be aware of this Privacy Notice if you are attending a MASH Strategy Discussion meeting via Microsoft Teams. These meetings will be recorded in order to enable minute takers to complete accurate records.
- 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?
This privacy notice is to tell you how that personal data is used and protected by Swindon Borough Council.
In line with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA 2018), Swindon Borough Council is registered as the data controller.
The data controller decides how your personal data is processed and for what purposes.
To find out more about Swindon Borough Council’s data protection policies please contact our Data Protection Officer. firstname.lastname@example.org 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. The processing of data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).
The MASH strategy meeting will include the recording of audio and/or video of the attendees.
Parts of that recording could count as personal data according to data protection laws.
Personal data in recordings would include images of you , for example your webcam footage of you, and anything you say and your surroundings/background including people within view of your webcam.
- What personal data do we collect?
The recordings will be captured using Microsoft Teams and this processor may capture the following personal information:
- IP address
- Email address
- Internet service provider (ISP) details
During strategy discussions meetings the following data may be recorded:
- Images (in video recording)
- Personal opinions
- How do we process your personal data?
We comply with our obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
- Why do we need your personal information?
Strategy meetings are attended by multiple professionals from various organisations. The recording of the meeting will ensure that the minutes are accurate and reflect the information that was shared.
- How the law allows us to use your information?
Swindon Borough Council uses personal data through recordings under the lawful basis of pursuing legitimate interests of ensuring accurate minutes of MASH strategy discussion meetings.
Article 6.1 (f)
- Processing is necessary for the purposes of the legitimate interests pursued by the controller or third party, except where such interest are overridden by the interests or fundamental rights and freedoms of the sata subject which require protection of personal data, in particular where the data subject is a child e.g. it is in the interests of Swindon Borough Council (MASH Advice and Information Officers and Chair only) to record strategy meetings for the benefit for minute taking.
The MASH Chair will always make professionals/attendees aware that a meeting is about to be recorded at the start of the session and refer the individuals to this privacy notice.
- Who do we share your information with?
Swindon Borough Council will ensure all recordings are encrypted and held in SBC secure storage with access controlled by the Advice and Information Officers and the Chair.
Recordings will be kept until the minutes have been drafted and approved by the Chair, no longer than 7 days. The recordings will then be deleted. The Chair will record the completion of this action on strategy discussions minutes. The recordings will not be shared with any professional that attended or was unable to attend. Attendees will only receive a copy of the strategy meeting minutes.
The recordings will not be shared with anyone outside of Swindon Borough Council unless required to do so by law.
- How do we protect your information?
The recordings will be protected by encryption and held securely in Swindon Borough Councils digital storage. Once the need for the recording has been completed the recording will be deleted.
- How long do we keep your personal information?
Once the need for the recording has been completed the recording will be deleted. The recording will be deleted by the Advice and Information Officer within 7 days of the meeting. The Chair will be responsible for checking that this deletion is carried out.
Swindon Borough Council will not share the recordings with any other persons or organisations.
- What you can do with your information?
You have the right to ask for a copy of all the information we have about you and the services you receive from us. When we receive a request from you in writing, we must give you access to everything we have recorded about you, however, we cannot let you see any parts of the recordings that contain:
- confidential information about other people
If you cannot ask for your records in writing, we will make sure there are other ways that you can.
If you have any queries about access to your information contact DataProtection@Swindon.gov.uk.
Your rights to access your personal information will be available up until the minutes are approved and the recording exist. The recording will not be available when it has been deleted within the 7 days of the strategy meeting taken place.
- 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 www.ICO.org.uk. You may refer the matter to the Information Commissioner’s Office whose contact details are below:
Information Commissioner’s Office
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 provide personal data to Swindon Borough Council during the strategy discussion meeting. However, if you do not participate within the meeting, we would not have accurate information regarding a child or adult to properly understand the safeguarding concerns for a child and would implicate decision-making.
If you are uncomfortable attending a recorded strategy discussion meeting please contact the Chair and the Advice and Information Officer prior to the strategy discussion meeting.
- How will we ensure compliance?
MASH are subject to internal and external audits to ensure that we remain legally compliant in accordance with current data protection legislation.
- Main privacy notice
You are viewing the Privacy Notice for the recording of strategy discussion meetings in the Multi Agency Safeguarding Hub.