Skip to main content Skip to footer

Virtual Meetings Recording privacy notice

As part of our day-to-day activity, and as part of the hybrid working model, the NHSBSA provides, and is responsible for, virtual meeting applications such as Microsoft Teams. At times is it is necessary for meeting hosts to record meetings. This privacy notice sets out the NHSBSA’s approach and obligations to managing recorded meetings, in line with data protection law and best practice.

Any NHSBSA staff wishing to record a meeting should follow the guidance published here.

It is in the legitimate interest of the business to record meetings from time to time for reasons set out below.

Why we process your information

In the course of recording meetings, this will include information which identifies you, which may include;

  • your face
  • your voice
  • mannerisms
  • things you say
  • your background, which may reveal what your home looks like

A meeting may be recorded for the following reasons:

  • to be watched later by those who could not attend
  • for training purposes
  • assist in formally recording meeting notes
  • celebrate an achievement

Sharing the recording

The recording may be shared, where appropriate, with:

  • people who were invited to the meeting, including those who were unable to attend
  • the whole business, for example on Microsoft Stream if the recording is of wider interest to all colleagues, such as a Q&A session - please note that Microsoft Stream administrators within NHSBSA can access all recordings
  • people who request it, in circumstances detailed in our Freedom of Information and Data Protection policies (Word: 380KB)
  • any other person/organisation who has a legal right to it
  • external organisations where participants have been informed of this
  • any public inquiry

Keeping your personal information

We will keep the recording as long as necessary, for the above purposes, following the meeting, or sooner if we agree to your request to delete the recording.

Your rights, you can:

  • view a copy of the meeting recording or any edited version of it – this will be available to you in the Teams chat after the meeting ends
  • request a copy of the recording if it is no longer available in the usual places
  • leave your camera turned off for the duration of the meeting so that you aren’t visible or recorded; however, please be advised that your name will still appear as an attendee of the meeting
  • object to the recording and/or ask that it stops
  • object to the NHSBSA holding the recording at a later date
  • after the recording has ended you can ask the attendee who recorded the meeting to delete or edit the recording - if they do not agree to do so, or if you do not feel comfortable objecting to the recording, have any concerns about a recording, or want advice on handling objections, please contact the Information Governance team at

Where concerns or objections are raised, the Information Governance team will assess the balance between the rights of colleagues against the business benefits of the recording, based on guidance from the Information Commissioner’s Office (ICO).