Privacy collection notice for recording Microsoft Teams meetings
This page explains the personal information we collect when we record a meeting in Microsoft Teams.
It is one of our obligations to tell you about this collection under the Privacy and Personal Information Protection Act 1998. It applies to meetings organised and recorded by Premier and Cabinet, Treasury, and Customer Service Clusters.
What personal information do we collect?
This meeting may be recorded by the NSW government agency that is hosting the meeting or, in some cases, by one of the other meeting participants. You will know if the meeting is being recorded because there will be a banner displayed on your screen indicating that this is occurring, or you will hear an automated notification if calling into the meeting by telephone. If the meeting is recorded, a transcription of what is said will automatically be generated. If you would like to clarify who is recording the meeting, please ask.
The personal information collected in a recording of a Teams meeting may include:
- first and last name
- email address and telephone number
- voice and image
- opinions or personal views
- location or travel arrangements.
Why do we collect personal information?
The purpose of the collection of information is so that we can refer later to what was said or shown during the meeting. Examples include so that:
- staff who are unable to attend a meeting can view the recording later
- videos of training and demonstrations can be reused
- discussions with internal and/or external stakeholders can be recorded accurately
- advice provided to staff or stakeholders on a critical issue can be recorded accurately.
How do we use and disclose your personal information?
We do not routinely share recordings or transcriptions of Teams meetings with any person or body outside our agency. However, we would usually do so if:
- we agree with an external participant or presenter to provide a record of the meeting
- we agree with an external presenter to provide a record of the meeting
- we consider it necessary or beneficial for an external participant to have a record of the meeting.
The meeting record will be automatically deleted after 180 days unless the meeting organiser changes the retention period or it is stored in accordance with records management requirements.
Do you have to provide your personal information?
If you are external to our agency and your attendance at the meeting is voluntary, then there is no legal requirement for you to provide us with your personal information. However, if you do not want to provide it, you may not be able to attend the meeting or you may only be able to participate in the meeting in a reduced capacity. You have the option to leave the meeting at any time, in which case you may be able to access the recording at a later time. Alternatively, you could attend with your camera off and turn off ‘automatically identify me in meeting captions and transcripts’ in settings.
If you work for our agency, your attendance at the meeting may be required. Please speak to your manager if you are concerned about the meeting being recorded and please be mindful not to supply any additional personal or health information during the meeting that you do not want to be recorded.
How to access and update your personal information
You have a legal right to access and update your personal information. To access or amend your personal information please contact the agency that is hosting the meeting or (if different) the agency that recorded it.
Department of Customer Service
DCS Privacy Officer
2-24 Rawson Place, Sydney NSW 2000
2-24 Rawson Place Sydney NSW 2000
Phone: 13 77 88
Department of Premier and Cabinet
Information and Privacy Unit Legal Branch
NSW Department of Premier and Cabinet
GPO Box 5341 SYDNEY NSW 2001
Governance & Projects
Office of General Counsel
GPO Box 5469 Sydney NSW 2001