This privacy notice explains how we use recordings of meetings held in Microsoft Teams. During a meeting with us that is held using Microsoft Teams, a recording may be taken. This may include the capture of audio, video, and screen sharing during the meeting. A transcription of the meeting may also or alternatively be automatically captured.
Recording a meeting means that if you have your picture or video image on the screen, this will be recorded. This will include anything you may have in the background that is visible to your camera.
Recordings of meetings will only take place in exceptional circumstances, which may include at your own request. If a recording is going to take place, you will sometimes be informed in the invitation to attend or by email or telephone in advance of the meeting. During the meeting, before recording is switched on, you will be told the purpose of the recording.
When a meeting is recorded we collect:
- A recording of the meeting;
- Your phone number or email address.
You can read our Call Recording and Monitoring Policy here.
Why we collect your personal information
Our lawful basis for processing your personal information is consent.
- UK GDPR Article 6(1)(a) – the data subject has given consent to the processing of his or her personal data for one or more specific purposes.
Meetings held using Microsoft Teams are not routinely recorded; they will only be recorded if there is a reasonable and valid reason for doing so. We may record a meeting at your request or otherwise with your consent. By way of example, this may be for the purpose of providing all attendees with a recording of the discussion, or for the purpose of capturing accurate minutes or actions immediately following the meeting.
If you do not wish a meeting you are attending to be recorded, please notify the lead officer. You can ask for recording to be stopped or paused at any point during the meeting.
If you have any worries or concerns about the recording, please discuss with the organising officer.
Special category personal data
In most circumstances Your Choice (Barnet) will not use recorded meetings to gather or discuss special category data. However, where a meeting covers such topics, this information will only be gathered and used with the explicit consent of data subjects as participants. Any special category personal information we hold in such a way will only be shared where it is essential for the delivery of any agreed service or process.
To withdraw your consent for Your Choice (Barnet) to hold and share your special category personal data relating to any meeting recording, please contact email@example.com.
Who we may share your personal information with
Your information will be shared with the relevant service department within Your Choice (Barnet) and The Barnet Group.
Sometimes we may need to share personal information we hold about you with other organisations or agencies we work with or who help us deliver our services to you. This may include with a complaints Ombudsman where you have complained to the Ombudsman and we are asked to investigate your complaint, or with elected councillors and/or Members of Parliament where you have asked them to represent you.
We may also share your personal information where we have a legal obligation to do so. As an example, we may share your information to find and stop crime and fraud.
If we are sharing your information for any purpose we will take appropriate security measures to protect it, and we will make sure we have a clear legal basis for sharing, including any exemptions under the Data Protection Act 2018.
How long we keep your personal information
We keep your personal information for the minimum period necessary. Meeting recordings are initially held for 21 days before being automatically deleted. If a recording has not been downloaded in that period, it will no longer be available.
If a meeting recording is downloaded, it will be held securely for as long as it is deemed necessary up to two months from the date the recording was made.
A recording may be held for longer if there is a valid reason for doing so, in which case it will be retained until it is no longer needed for this purpose.