Video Conferencing Privacy Notice

What this Privacy Notice covers

Your privacy is very important to Breckland District Council.

Breckland District Council is the Data Controller responsible for the personal information you may provide when using video conferencing technology, such as Zoom.  

Our Data Protection Officer can be contacted by phone on 01362 656870, via email: legal@breckland.gov.uk or by writing to us at Legal Services, Breckland District Council, Elizabeth House, Walpole Loke, Dereham, NR19 1EE.

Why we need your personal data

When using video conferencing technology staff and members are required to use their work provided laptop, or, where available; work phone, only. 

Personal devices should not be used.  This is owing to the fact that concerns have recently been raised in the press regarding Zoom sharing data with Facebook. 

The lawful basis for processing is under the GDPR, Article 6.1(e) Public Task based on the Civil Contingencies Act 2004 for emergency planning on order to limit contact whilst maintaining the ability to run Council Services and for planning purposes. The processing will achieve this purpose.

Where special category data is discussed this is processed in particular with regard to the health of staff affected by the Coronavirus under Article 9.2(b) Employment, social security and social protection and/or Article 9.2(g) Reasons of substantial public interest (Contingencies Act 2004).

How your data is used

Your data will be used during the use of the Video Conferencing facility and users are requested not to record meetings.  

The meeting organiser should monitor to ensure only invited attendees join the meeting and use the password facility where available to prohibit access by others.

Zoom does not monitor meetings or store them after the meeting ends, unless they are requested to record and store them by the meeting host. If there were a need to record a meeting, this would be alerted to the participants via both audio and video when joining the meeting and participants have the option to leave the meeting. 

The VC facility may record names and emails for login and IP addresses, but there is no need to retain this data and the users are requested to delete this following use.

The Council will not disclose your personal information to third parties for marketing or sales purposes or for any commercial use, and we will not use your personal data in a way which may cause you harm.

Zoom's privacy policy confirms that they "only collect the user data that is required to provide Zoom services. This includes technical and operational support and service improvement. For example, we collect information such as a user's IP address and OS and device details to deliver the best possible Zoom experience to you regardless of how and from where you join".  

They also state that they "do not use data we obtain from your use of our services, including your meetings, for any advertising. We do use data we obtain from you when you visit our marketing websites, such as zoom.us and zoom.com. You have control over your own cookie settings when visiting our marketing websites". 

How long the information is kept for

The video conferencing applications should not be used to record meetings. The user also has the ability to delete any data (such as names and emails for login and IP addresses) after meetings have concluded and at the end of the use of the application.

Zoom has stated that; any data stored on US servers is minimal and relates only to the users of the application.

Your rights

You have the right to access your data and correct any inaccuracies. For further details of your rights please contact the Data Protection Officer orgo to our website for a more detailed explanation.

Please see our website for our full privacy policy and please see Zoom's Privacy Policy athttps://zoom.us/privacy (opens new window)