Virtual remote access meetings privacy policy

The Coronavirus Act 2020 provides for ‘persons to attend, speak at, vote in, or otherwise participate in, local authority meetings without all of the persons, or without any of the persoThe Coronavirus Act 2020 provides for ‘persons to attend, speak at, vote in, or otherwise participate in, local authority meetings without all of the persons, or without any of the persons, being together in the same place’.

The Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020 provides us with greater flexibility in the conduct of our meetings, including allowing Councillors to attend remotely and for public and press access to those meetings.

Processing activity

We use Microsoft Teams conferencing technology for remote attendance at meetings by Councillors, where they are able to hear and where practicable see and be similarly heard or where practicable be seen by:

a) other Councillors, whether attending in person or in remote attendance; and
b) any members of the public who are attending remotely to exercise a right to speak at the meeting in accordance with constitutionally adopted procedures; and
c) any other members of the public and press attending the meeting remotely to observe.

Information requirements

Our processing activities may include:

  • full name and names of those on whose behalf you may be speaking
  • email address
  • job title
  • physical office address
  • personal address
  • telephone number
  • audio and video call recording
  • images

Lawful bases

our lawful bases for processing your personal information are:

  • our legal obligation(s) under the Local Government Act 1972
  • our legal obligation(s) under the Local Government (Access to Information) Act 1985
  • our legal obligation(s) under the Local Government Act 2000
  • our legal obligation(s) under the Localism Act 2011
  • our legal obligation(s) under the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012
  • our legal obligation(s) under the Openness of Local Government Bodies Regulations 2014
  • where needed for the performance of a task carried out in the public interest under the laws that apply to us or the exercise of official authority vested in us 

The personal data Microsoft Teams collect from you will include your:

• name
• IP address
• telephone number

Find out about privacy at Microsoft

This is needed to allow video conferencing to function properly. The legal basis for collecting this data is consent. Microsoft Teams will record and collect meeting activity (such as joining or leaving), including activity related to third-party integrations, together with the date, time, person engaged in the activity, and other participants in the meeting with the date, time, duration, and quality ratings that you provide. It will also route audio and video call content and screen sharing content between call participants, but will not retain or store the content. Data is not retained beyond the session joined.

Data sharing

Minutes and details of decisions are published on our website once available. Audio and video recordings made by the Council will be kept in accordance with the retention period set out below and may be published on our website.  If you have asked a question, or participated in a discussion for example at a quasi- judicial meeting, some information about you may be included in our minutes. Please note that websites can be seen throughout the world, and not just in the United Kingdom where UK law applies.

We may share your data if we are required to do so by law - for example, by court order, or to prevent fraud or other crime. We rely on a number of exemptions, which allow us to share information without needing to comply with all the rights and obligations under the Data Protection Act 2018.

Retention period

We will keep your information for as long as it is required in order to comply with legal and regulatory requirements. Audio and video recordings will be published on our website and available for the public to view online for a period of six months.  At the end of this period the Council will delete the recording and no longer hold a copy. All information will be held securely and disposed of confidentially.

Right to object

Where processing your personal information is required for the performance of a public interest task (see our lawful bases above), you have the right to object on ‘grounds relating to your particular situation’. We will have to demonstrate why it is appropriate for us to continue to use your personal data.

Changes to this Privacy Notice

We review this Privacy Notice regularly and will place updates on our website.

The data controller and their contact details

We are the data controller, and if you have any concerns about how your personal data is handled you can contact us by:

You can also use the same details to contact Paul Mountford, our Data Protection Officer.

View our privacy notification and privacy statement

Your rights about your data

You have the right to request access to information about you that we hold. To make a request for your personal information, contact our Data Protection Officer, whose details are above.

You also have the right to:

  • object to processing of personal data that is likely to cause, or is causing, damage or distress
  • prevent processing for the purpose of direct marketing
  • object to decisions being taken by automated means
  • in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
  • claim compensation for damages caused by a breach of the Data Protection regulations.

If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office.