Privacy Notices - Leadership support team Privacy Notice

You need to be aware of this privacy notice if you are organising or taking part in an online briefing, an event or a meeting to be recorded via MS Teams.

A Privacy Notice is a statement issued by an organisation, which explains how personal and confidential data about individuals is collected, used and shared.

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. dataprotection@swindon.gov.uk or in writing to Data Protection Officer, Civic Offices, Euclid Street, Swindon, Wiltshire, SN1 2JH.

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 meeting, briefing or event, means that if you have your picture, video image or name appear on screen or if your name appears in the transcription content, this information will be recorded and/or documented.

If a recording or transcription is going to take place on the day you are in attendance, you are informed in the invitation prior to any session taking place and on the day of attendance (normally verbally) that a  recording or transcription will be taking place. You will be told of the purpose of the recording or transcription 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 or documented.

If a session is being 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.
 

We collect your name, voice and image, as above under 'Your personal data.

We also collect screenshots and slides used during the event.
 

We comply with our obligations under the GDPR by keeping personal data up to date.

We will store and share the recordings of training, briefings or events by storing appropriately.

We will retain the recording as agreed.
 

We will use the completed recording for reference of the briefing, event or meeting.

If we have consent to use your personal information, you have the right to remove it at any time.

If you want to remove your consent, contact DataProtection@Swindon.gov.uk and tell us which service you are using so we can deal with your request.

We may share the recording of your online briefing, event or meeting with:

• attendees of the briefing, event or meeting

We will do what we can to make sure we hold details of the on-line briefing, event or 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)

We will keep online TEAMS recordings or transcriptions for no more than 6 months.

You have the choice to attend a meeting or not. If you attend you are consenting to having your video image/voice & comments recorded or transcribed. Your comments will appear writing in the Microsoft transcription.

We need to be clear that you are fully aware of this when you agree to attend and take part in a teams recording or transcription session.
 

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 the information from the briefing, event or meeting has been handled, you have the right to complain to the Information Commissioner’s Office at www.ICO.org.uk. You may refer the matter to the Information Commissioner’s Office whose contact details are below:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Email: casework@ico.org.uk

This website also contains information on data protection and your rights and remedies.

You are under no statutory obligation to agree to the briefing, event or meeting being recorded.

We have internal auditing processes to ensure compliance.

You are viewing the Privacy Notice for leadership support briefings, events and meetings via MS Teams.

Read the main Privacy Notice