Privacy policy for recording and transcription of calls using MS Teams

This privacy notice covers the processing of personal data in relation to the recording and transcription of meetings and calls organised by Shepherd and Wedderburn LLP or Shepherd and Wedderburn Europe LLP (“S+W” or “we” or “us” or “our”) using Microsoft Teams.

What personal data we process about you and how we collect it

When you take part in a meeting on Teams that is recorded and/or transcribed we will collect your personal data.  This will include your name,  speech, contact information provided to join the call and the way in which you interact during the meeting including opinions given and questions and comments made during the meeting, either verbally or using the chat feature.  When your camera is turned on we may also capture your image.

How and why we use your personal data

We record and/or transcribe meetings for a number of purposes, namely assisting in the production of notes/minutes of a meeting in order to produce a record of substantive discussions and/or for educational and training purposes.

The basis on which we use your personal data

For most recordings our lawful basis under the UK GDPR will be Article 6(1)(f), namely that it is in the legitimate interests of S+W or a third party to produce the recording/transcription, unless there are other interests which override those legitimate interests.

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

Who we share your personal data with and where we store it

Recordings and transcriptions are automatically stored on the SharePoint drive of the S+W colleague who initiated the recording/transcription.

Recordings/transcriptions will be subject to a thirty day deletion policy, i.e .they will be removed from the S+W colleague’s SharePoint drive 60 days after the date of recording.

The S+W colleague who initiated the recording/transcription can make such recordings and/or transcriptions available to other attendees of the meeting by sharing access to the recording/transaction.  Some recordings/transcriptions may be shared more widely within S+W, for example if it relates to a training event, to allow others to access the training.

Where appropriate recordings/transcriptions will also be saved into the S+W document management system and generally accessible within S+W subject to any restrictions applied within the document management system and subject to S+W’s usual file retention policies.  Further details can be provided on request. Personal data is stored in the UK.

Further information about how Microsoft uses your personal data can be found at the Microsoft privacy notice.

The rights you have in relation to the recording/your personal data

It is our practice that you will be advised prior to the start of the meeting that the intention is to record and/or transcribe the meeting.  When the meeting starts you will be notified via a pop-up in Teams that it is being recorded and/or transcribed.

If you wish to object to the meeting being recorded and/or transcribed you should do this in advance of the meeting if possible or when the meeting begins by notifying the chair or organiser of the meeting (as appropriate). 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.

Further information about the use of your personal data

For further information about how S+W uses your personal data including information about your rights under data protection law please see our Privacy Policy. This also provides information about and how to contact S+W to exercise any of your rights under data protection law or to raise a concern or complaint.

S+W colleagues should consult the privacy notice for personnel which can be found on our intranet.