Since the outbreak of the COVID-19 virus, the Council has extended the use of Microsoft Office 365, and in particular ‘Microsoft Teams’ to organise virtual meetings and teleconferences with internal staff and external stakeholders.

Who are we?

The Council is a local authority providing a broad range of local government services, including Council Tax billing, social services, processing planning applications, waste collection etc. 

The Council is a registered data controller with the Information Commissioner’s Office (ICO), registration number Z7517364.

How we collect your personal information

The Council processes your personal data for organising virtual meetings and conversation chats. The personal data is collected and stored in Microsoft’s Cloud servers or LBBD devices/servers with the purpose of providing the abovementioned services.

What personal data is processed?

The personal data that the Council processes includes:

• content: your meetings and conversation chats, shared files, recordings (where a meeting has been recorded) capture audio, video and screen sharing activity, attendance and transcriptions
• profile data: data that is shared within the Council (e.g. name, profile picture, e-mail address etc.)
• image and/or video: should the meeting be recorded
• call history: a detailed history of the phone calls you make, which allows you to go back and review your own call records
• call quality data: details of meetings and call data are available to the Council’s IT Services
• support/Feedback data: information related to troubleshooting tickets or feedback submission to Microsoft;
• diagnostic and service data: diagnostic data related to service usage

The Council may organise video or audio recording where required for certain meetings. Participants are made aware that recording will start.

Neither the Council or Microsoft control what is shared during meetings and conversation chats. Please avoid using Microsoft Teams to disseminate special category data (sensitive personal data).

Lawful basis for processing your personal information

The Council has to have a lawful reason to process your information.  As such the Council relies on Article 6.1(e) Processing is necessary for a public task.

Protecting your Personal Data

The Council has appropriate technical and organisational measures to safeguard and protect personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.

Microsoft Teams data is encrypted in transit and at rest in Microsoft services, between services, and between clients and services.

Who has access to your personal data?

Personal data is shared on a need-to-know basis only with, for example;

• relevant Council staff
• LBBD’s IT Team to provide a service
• Microsoft and Microsoft’s processors who are involved for the purposes of processing data to provide a service.
• intended participants of a meeting
• your display name will be visible to any other person within the meeting

How long do we keep your personal data for

The Council will only keep your information for as long as is necessary, for the minimum amount of time, for the purpose it was collected, and in line with statutory and/or business requirements.   

Team meeting recordings will be retained for a period of nine months.

Your Individual Rights

To learn more about your Individual Rights, or how to raise a concern, please go to our General Privacy Notice

Changes to this privacy notice

This privacy notice was last reviewed on 15 February 2023.