Privacy notice for recording of meetings using Microsoft 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 Matrix Booking using Microsoft Teams (MS Teams).
Personal information we collect about you
When you attend a meeting that is recorded and/or transcribed, we may process your personal data. This includes any details you share with us in MS Teams, such as 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. If this is a training session, then full recording rather than just transcription will most likely be used (and notified) and so the recording may capture video images if your camera is enabled by you at any time.
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 educational and 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 GDPR will be Article 6(1)(f), when the processing of personal data is necessary for Matrix Booking’s legitimate interests or the legitimate interests of a third party, unless there is a good reason which overrides those legitimate interests.
What we do with your personal data
We record mainly for training sessions where the visual element is vital to the session. For most meetings recording will not be enabled, only transcription. This will still allow us to produce meeting summaries and action items. The transcriptions, summaries and actions are available to internal Matrix Booking attendees of the meeting. Some may be shared more widely within Matrix Booking, for example if it relates to a support or training issue that needs other internal colleagues to provide assistance.
For information about how Microsoft uses your personal data, please refer to their privacy notice. Personal data is stored in the UK.
Retention of data
Recordings and transcriptions are automatically stored in the organiser’s OneDrive for Business for 30 days. After this period they expire and are deleted. The meeting summary and associated actions created will be stored on an internal customer knowledgebase generally for the duration of the customer relationship or for those who are not customers then this period will match the retention period for your contact details. Please see our sub-processors list here, that also includes our retention periods.
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.
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. Matrix Booking has produced internal user guidance for employees on the appropriate use of recording and transcription tools and if you raise an objection, the meeting will proceed without being recorded or transcribed unless it is necessary to comply with a legal obligation. Individuals who raise an objection will not be disadvantaged in any way.
More information
For more information about your rights under data protection law, to raise concerns about the handling of your personal data or to contact the Matrix Booking Data Protection Officer, please also see Matrix Bookings privacy notice on our website and our application specific privacy policy. Matrix Booking employees can find further help and support on the internal Confluence knowledge base by searching on ‘privacy’.