Customer Contact Centre 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 in relation to Customer Contact. 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, Norfolk, 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.

Your information will be used to answer your queries that arise as part of the video conference call or to pass your query on to relevant specialists when appropriate or necessary to do so. The legal basis for processing your data is Article 6.1(e) of the UK General Data Protection Regulation(UKGDPR) for the performance of a task carried out in the public interest or in the exercise of official authority, laid out in the Local Government Act and Localism Act. We may also process information under the reasons as set out by the individual department's privacy notice to which your enquiry relates.

Where you provide us with special category data, which is more sensitive data concerning the following:-

racial or ethnic origin;
political opinions;
religious or philosophical beliefs;
trade union membership;
genetic data;
biometric data (where used for identification purposes);
health;
sex life; and sexual orientation.

This is processed under Article 9.2 UKGDPR with a relevant condition for processing (relating to the purpose/service you have provided the data), by way of either: (click on links below for further information)

How your data is used

Your data will be used during the use of the Video Conferencing facility and customers will be asked not to record the video conference call.

The meeting organiser should monitor to ensure only invited attendees join the meeting and each customer will receive a meeting invitation that is unique to them.

Microsoft Teams does not monitor meetings or store them after the meeting ends. For training and development purposes there will be occasions whereby a supervisor will join the video conference call to observe the Breckland Council Officer, this will be announced to the customer and the customer has the right to refuse.

The video conferencing 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.

How long the information is kept for

The video conferencing application Microsoft Teams does not have the record function available to Breckland Officers, and customers should not record the video conference call. The customer 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.

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 or go to ourwebsite for a more detailed explanation.

More information about how we share information can be viewed on ourwhat information do we share page.

Please see our website for our full Privacy Policy.

The Microsoft Privacy Statement is available to view on their website. (opens new window)