How we use your information
If you are invited as a guest to an Aberdeen City Council hosted virtual meeting, we will use your contact details to send you the joining details for the meeting. Virtual meetings will be run in Microsoft Teams, and in joining the meeting your information (name, email address or telephone number) may be displayed to and be visible by all attendees.
The Chair of the meeting will explain the purpose of the meeting, what information will be recorded and why, how this will be done, and how long the information will be kept. The Chair will be able to direct you to the relevant Council service privacy notice which will contain all of this information.
If the Chat functionality is available, you will be able to see the Chat conversation for the period that you attend the meeting. Once you leave the meeting you will no longer have access to the Chat conversation and can no longer contribute.
If you choose to use the Live Captions functionality, you will be able to see what is being said and who is saying it in real time. No-one else at the meeting will know you are using live captions unless you tell them. Live Captions are machine generated, so please be aware that they may not always capture what is being said accurately, and if you are not sure what has been said, then you should check with the person speaking, or the meeting chair.
How long we keep your information
Records are kept of most Council meetings and how long they are retained for will depend on the type of meeting. The Chair will be able to direct you to the relevant Council service privacy notice which will include the relevant retention period.
If the Chat functionality was available during the meeting this will be kept for one year.
If there is agreement to record the meeting, the chair will explain why the meeting is being recorded and how long the recording will be kept for.
Live Captions are not saved and kept. If you choose to use the Live Captions functionality when you attend a meeting they are not kept and are not captured if the meeting is recorded.
Your rights
You have rights in relation to your data, including the right to ask for a copy of it. See more information about all of the rights you have and how they work in practice, as well as the contact details for the Council’s Data Protection Officer. You also have the right to make a complaint to the Information Commissioner’s Office if you think we have not handled your data properly.
Our legal basis
Aberdeen City Council is the Data Controller for this information. Wherever we process data we must have a legal basis in data protection law for doing so. Please see the relevant Council service privacy notice for further details of the legal basis which applies.