MS Teams and privacy

If you do not consent to your personal data being processed as part of a Teams meeting or voice recording, you should choose not to turn on your camera and/or microphone when prompted. Please note that this will limit your ability to participate in a meeting as your camera and microphone will be disabled for as long as the recording is in progress. To consent to your voice and/or image being included in a recording, you need to enable your camera and microphone (or for a voice recording, your microphone only).

Where a formal meeting is being held on Teams, refusing the recording will not stop the meeting from proceeding. It will mean that formal minutes, when needed, will be produced by hand and that those will stand as the only record.
 

Recordings can be made available to all internal meeting attendees to download as soon as the recording is finished. When setting up a meeting, the Organiser can control who has access to the recording and transcript. 

Recordings and transcripts are made available through chat functionality. Files are automatically deleted at six months unless the meeting Organiser or Co-organiser manually extends this timeframe. Transcripts will also be available to view on Teams after the meeting concludes.

Responsibility for management of all media files on Teams will sit with individual meeting Organisers and Co-organisers. If the retention period for a recording is manually extended by an Organiser or Co-organiser, all meeting attendees should be informed of the new expiration date.

Staff can create a voice and face profile on Teams by following on-screen prompts or through Settings (see Setting > Recognition). The enrolment will record your voice and/or face to create a unique identity for you. This identity will allow Teams to recognise you in meetings and on calls and improve attribution and audio quality. 

Users have full control over the use of their data in this way through their settings. To find out more, please go to https://learn.microsoft.com/en-us/microsoftteams/rooms/voice-and-face-recognition#data-handling or see IT’s guidance on OurHub.