Privacy Notice – Recording Webinars & Meetings

By Myles Dacres

So, we’re back in lockdown again and that means an increase in virtual meetings and webinars as we all do our best to adapt to the new environment.

At Data Protection People meetings are sometime recorded in order to enable minute takers to fulfil their task or to enable meeting participants (or non-attendees) to access a recording of a meeting.

There are a few forms of meetings that should not be recorded including:

  • meetings related to staff disciplinary or grievances
  • parts of assessment boards discussing individual Data Subjects in an identifiable way
  • meetings where participants have not consented to the recording and/or shown a privacy notice

Depending on how the meeting is held this may include the recording of audio or video of the attendees. Parts of that recording could count as personal data according to data protection laws. Personal data in recordings would include images of you (i.e. your webcam footage of you) and any opinions you contribute and anything you say about yourself.

We have created a general privacy notice that you can download and use next time you’re looking to record a session. Click the link below to download the PDF and either send it to participants before a meeting, or ask the presenter to display the notice and gain consent from everyone involved before beginning the recording!

Privacy information recording of webinars

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IMPORTANT INFORMATION

We have been advising those people who have contacted us that they should make a complaint to the Information Commissioner’s Office (ICO) using this link https://ico.org.uk/make-a-complaint/nuisance-calls-and-messages/spam-texts-and-nuisance-calls/.  It would be helpful to the ICO if you knew the number that called you, the date and time of the call and what the call seemed to be about.

You might also want to register your phone number with the telephone preference service (TPS), a national suppression service which should cut down calls of this nature as it is not lawful to make unsolicited direct marketing calls to numbers registered on the TPS.  You can register your number here https://www.tpsonline.org.uk/register.

We know that these kind of calls can be distressing and intrusive and you have our sympathy.  Please do not hesitate to contact us if you would like to discuss it with us otherwise we’d encourage you to report it to the ICO as notifying them of this kind of practice enables them to investigate and take enforcement action where necessary.  You can see the action that has been taken by the ICO here https://ico.org.uk/action-weve-taken/enforcement/.

Data Protection People Limited – March 2021