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Privacy Notice for MS Teams

SFT PRIVACY NOTICE FOR RECORDING AND TRANSCRIPTION USING MS TEAMS

Privacy notice

This privacy notice covers the processing of personal data in relation to the recording and transcription of meetings and calls organised by SFT (as data controller) using Microsoft Teams.

Personal information we collect about you

When you attend a meeting that is recorded and/or transcribed, we will process your personal data. This includes your name, photo, business contact details and your contributions to the meeting such as opinions, questions and comments made verbally or using the chat feature. Video images will also be captured where your camera is enabled.

Why we need your personal data

Recordings and transcriptions may be used to assist in the production of minutes and notes for record of substantive discussions, to capture verbatim comments when required and for training purposes.

Our legal basis for processing your personal data

The lawful basis for processing your personal data is dependent on the meeting type and the reason for the recording/transcription. For most meetings the lawful basis under the UK General Data Protection Regulation (UK GDPR) will be:

  • when the processing of personal data is necessary for SFT’s legitimate interests or the legitimate interests of a third party, unless there is a good reason which overrides those legitimate interests; or
  • when the processing of personal data is necessary for SFT to perform a task in the public interest or for its official functions.

For meetings that involve external participants, explicit consent will be sought prior to recording. 

For certain meetings you may be provided with additional privacy information.

What we do with your personal data

Recordings and transcriptions are available to internal SFT attendees of the meeting.  External attendees can view the live transcript during the live meeting if it is enabled, but they will lose access once the meeting ends. 

Some recordings may be shared more widely within SFT, for example if it relates to a training event, to allow others to access the training. 

Microsoft online services are used for the recording and transcription of meetings. For information about how Microsoft uses your personal data, please refer to its data protection and privacy notice. Personal data is stored in the UK.

Recordings and transcriptions made via non-Channel meetings are automatically stored in the organiser’s OneDrive for Business for 30 days.

Recordings and transcriptions made via Channel meetings remain in the Teams chat for 30 days.

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another reason that is compatible with the original purpose.

Your privacy rights

You should be informed in advance of the intention to record and/or transcribe the meeting.  You will also be notified at the beginning of the meeting that it is being recorded or transcribed through a “pop up” announcement in MS Teams. Please refer to this privacy notice for information on our lawful basis for processing.

Under the UK GDPR and Data Protection Act 2018, you have rights as an individual including:

  • The right to Rectification – you have the right to ask to have your information corrected.
  • The right to Restrict processing may apply – you may request that we stop processing your personal data however, this may delay or prevent us delivering a service to you.  We will seek to comply with your request but may be required to hold or process information to comply with our legal duties.
  • The right to Object – this is not an absolute right and will depend on the reason for processing your personal information. If you wish to object to the recording or transcription, you must inform the meeting organiser or chair in advance of the meeting whenever possible, or at the start of the meeting.  SFT’s IT Policy contains guidance for employees on the appropriate use of recording and transcription tools.
  • The right to Erasure - you may request that we erase your personal data however, this may delay or prevent us delivering a service, or continuing to deliver a service. We will seek to comply with your request but may be required to hold or process information to comply with our legal duties.
  • The right to Data portability – you have the right to request transfer of your information without determent.
  • The right to not be subject to Automated decision making and profiling.
  • The right of Access – you have the right to ask us for copies of your personal data (often known as a data subject access request).  To make a request, please contact: dpo@scottishfuturestrust.org.uk

 

Where you submit a data subject access request, we will respond to your request:

  • Without undue delay; and
  • Within one month of receiving your request (or within any extended timeframe permitted under applicable law where requests are complex or numerous), provided we have all information that we need from you (see What We Need From You section below).

If an extension is required, we will inform you within the initial one-month period and explain the reasons.

Data subject access requests are generally free of charge. However, we reserve the right to charge a reasonable administrative fee where a request is manifestly unfounded, excessive, or repetitive, as permitted under applicable legislation. If we charge a fee, we will respond to your request within one month of receiving the fee.

WHAT WE NEED FROM YOU

If you choose to exercise your rights, we may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

 

Updated 4 June 2026