Digital Meeting Recordings (Video/IP Telephony)


What we collect

During a recorded meeting we will collect personal data about you. In most cases, this will include:

  • Your name
  • Your voice and anything you say during the interaction
  • Your image (during digital video meetings in which you enable your device’s camera)

If you provide sensitive data (such as race or ethnic origin; political opinions; religious or philosophical beliefs; trade union membership; physical or mental health; genetic data; biometric data; sexual life or sexual orientation; and, criminal records) to us when on a call or meeting for any reason, the act of doing so constitutes your explicit consent for us to collect that data in the ways described in this privacy statement or as described at the point where you choose to disclose this data.


How we use your personal data and legal basis for processing

Purpose Legal Basis
To enable us to better document our interaction with you (e.g. to ensure that any minutes taken are accurate). We have a legitimate interest in using your information for these purposes, as it helps us to manage our relationship with you.  We have carried out a Legitimate Interests Assessment (LIA) whereby we have weighed your interests and the risks posed to you against our own interests and consider that they are proportionate and appropriate.
To enable us to transcribe our interaction and provide you with a copy.
To fulfil any contractual obligations we have to you. We do this to comply with our contractual obligations.


Sharing and disclosing your personal data

We do not share or disclose any of your personal data without your consent, other than for the purposes specified in this notice or where there is a legal requirement. When we share data with others, we ensure contractual arrangements and security mechanisms are in place to protect the data and to comply with our data protection, confidentiality and security standards.

Your personal data may be shared with:

  • Third party organisations that provide applications/functionality, data processing or IT services to us for example, providers of data technology, cloud-based software as a service providers, data analysis, data back-up, security and storage services

Occasionally, we may also need to disclose your personal data in the following circumstances:

  • Based on our legitimate interests, to third parties if we choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice
  • To law enforcement officials, law courts and government and regulatory authorities: (a) if we believe disclosure is required by any applicable law, regulation or legal process; or (b) to protect and defend our rights, or the rights or safety of third parties, including to defend against legal claims based on our legitimate interests
  • In exceptional circumstances, to third parties to protect your vital interests if you fell ill or suffered an injury at one of our events or on our premises


How long we keep your data

Recordings that have been retained for insolvency cases are held until the case is closed. We have strict review and retention policies in place to meet these obligations.