Privacy Notice for Teams Recordings

Introduction
This privacy notice explains how Flintshire County Council collects, uses and protects personal data in relation to recordings made on Microsoft Teams. This privacy notice is in addition to the notification provided to you either by email, or within the Microsoft Teams invitation which will explicitly state the reasons for a particular recording. 

For any personal data collected through Microsoft Teams recordings, Flintshire County Council is the Data Controller and will ensure that the data given to us is processed in line with Data Protection legislation.  

To find out more about our data protection policies please contact our Data Protection Officer -  DataProtectionOfficer@flintshire.gov.uk 

What information may we collect?
When you participate in a Microsoft Teams meeting that is being recorded, we may collect the following information:

• Audio and video recordings of the meeting
• Transcriptions of the meeting
• Chat messages and shared files during the meeting
• Your display name or email address.

Please ensure you are aware that anything else that may be in the background could be recorded, and it is therefore advisable to either blur your background, or apply a virtual background through Microsoft Teams. 

Why will you record the meeting? 
There are various reasons for recording meetings, such as for training purposes, minute taking, or evidence. We will only record meetings where we have an identified and valid lawful basis. You should refer to either the notification sent in the invitation, or by email, or speak directly with the meeting organiser to review the reasons for a particular meeting. 

Retention
We will retain the recordings for as long as necessary to fulfil the purposes outlined in this notice, or as required by law. As default, all our recordings will be retained for up to 60 days. However, where there is an identified requirement to keep recordings for longer, services will extend this retention period as relevant. You should refer to either the notification sent in the invitation, or by email, or speak directly with the meeting organiser to review the retention period for a particular meeting. 

Notification of recordings
If a recording is going to take place at the meeting you are attending, you will be informed in the invitation, or by email, and on the day of recording the session (normally verbally) prior to any recording taking place. 

Your Right to Complain
If you have any worries or concerns about attending the meeting, please discuss with the meeting organiser prior to accepting the invitation.

Further Information
For further information about how Flintshire County Council processes personal data and your rights please see our privacy notice on our website -Privacy Notice

Changes to this Privacy Notice
We may update this privacy notice from time to time. Any changes will be posted on this page with an updated effective date.