Privacy Notices - Internal communication recording Microsoft Teams meetings and live meetings Privacy Notice

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

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

Swindon Borough Council is the data controller. The data controller decides how your personal data is processed and for what purposes.

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 internal meeting or briefing 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 communication or training 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.
 

We may record internal meetings and updates so that colleagues that were unable to attend are able to watch at a later time. If you appear on screen or contribute to the session then your image, background and voice will be captured by the recording

If you book for the session then we may need information such as name and email address in order to sending you joining instructions for the session.
 

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

We will store and share the recordings by storing appropriately.

We will retain the recording as agreed.

Recordings of meetings will be made available via internal channels

To book for sessions we may use Eventbrite or Microsoft Forms. This information will deleted once the event has completed.

We may record internal meetings and updates so that colleagues that were unable to attend are able to watch at a later time. If you appear on screen or contribute to the session then your image, background and voice will be captured by the recording

If you booked for the session then we may need information such as name and email address in order to send you joining instructions for the session.
 

We seek to provide these sessions to help ensure our colleagues are receiving communications that will:

• support them in doing their job to the best of their ability
• allow them watch or rewatch at a time that suits them and therefore supports a good work life balance

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 DataProtection@Swindon.gov.uk and tell us which service you are using so we can deal with your request.

Internal Microsoft team recordings will be made available to the staff/partners involved in the meeting, as well as those unable to attend, or for whom the information is relevant to their job role.

If you appear on screen or contribute to the session then your image, background and voice will be captured by the recording.
 

We will do what we can to make sure the recordings we produce and save are stored in a secure way

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
• 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 a 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.
 

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

You have the choice to attend the sessions or not. If you attend, you are consenting to having your video image/voice recorded if you have on your camera during the 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.
 

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

You are under no statutory obligation to agree to attend internal meetings and briefing sessions that are being recorded for communication 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.

We have internal auditing processes to ensure compliance.

You are viewing the Privacy Notice for Internal communication recording Microsoft Teams meetings and live meetings.

Read the main Privacy Notice