This website uses cookies. Continue browsing if you consent to this, or view our cookies policy.

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.

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.
  • 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. To make a request, please contact: dpo@scottishfuturestrust.org.uk

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