Privacy Notices - Complaints meeting Privacy Notice


You need to be aware of this privacy notice if you are organising or taking part in a complaints meetings to be recorded via MS 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, 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 by other related SBC team members. 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?

We collect your name, names in any young people involved in the complaint, voice and image, medical and health data, and as above under 'Your personal data.

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 the meeting appropriately.

Why do we need your personal information?

We will use the completed recording to compile verbatim transcript documentation and to ensure all parties have access to a complete recording of the meeting.

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 complaints 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 data 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 complaints meetings for the benefit of accurate minute taking.

The meeting 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?

We may share the recording of the complaint meeting with:

  • internal SBC staff
  • all attendees at the meeting, who may share the recording or transcript with others for their own personal use
How do we protect your information?

We will do what we can to make sure we hold details of the meeting 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:

  • controlling access to systems and networks allows us to stop people who are not allowed to view your personal information and online training session 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 only keep online TEAMS recordings for one year from the date of the meeting, however recipients will have their own retention periods unless otherwise agreed.

What you can do with your information?

You have the choice to attend the meeting or not. If you attend you are consenting to having your video image/voice recorded. If you have your camera on during the meeting 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 or training material 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 or training material 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 the meeting being recorded.

How will we ensure compliance?

We have internal auditing processes to ensure compliance.

Main privacy notice

You are viewing the Privacy Notice for attending an MS Teams meeting about Adult Social Care complaints.

Read the main Privacy Notice