Recording and transcription using MS Teams

This privacy notice explains how NatureScot processes personal data gathered when meetings or calls held via Microsoft Teams are recorded and/or transcribed.

Where a meeting is intended to be recorded and/or transcribed, this will be stated clearly within the meeting invitation. You will also be notified at the start of the meeting when recording or transcription begins. When this happens, you will have the option to decline consent, in which case you will join the meeting in a view‑only mode.

At the start of each meeting recording, all participants are muted and their cameras and content sharing are turned off. If you choose to unmute, switch on your camera, or share content, you will be prompted to confirm whether you consent to being included in the recording and transcription. If you select ‘No’, you will continue to participate in view‑only mode.

If you wish to object to the meeting being recorded or transcribed, please notify the meeting organiser or chair in advance wherever possible. If this is not possible, you may decline at the start of the meeting recording and you will be placed in view‑only mode.

How we obtain your personal data 

The personal data is gathered directly from you during one or more of the methods below:

• When you accept an invitation to a Microsoft Teams meeting
• When you consent to the meeting being recorded
• When you contribute during the meeting, including through the chat function, audio, video, or shared content

How we use your personal data

NatureScot uses the data submitted by you to:

• Invite you to Microsoft Teams meetings
• Accurately attribute any contributions you make during the meeting
• Support and encourage participation in the meeting

When and why, we share your personal information 

Recorded meetings and transcriptions are available to all internal participants for the duration of the defined retention period.

Recordings are stored in the meeting organiser’s OneDrive (internal link). They remain available for 60 days, after which they are automatically deleted under OneDrive’s retention policy. The meeting organiser will receive an email notification before the recording is deleted.

Sharing

With NatureScot staff: From OneDrive application, select the Share option to configure the access permissions you wish to grant, note you can set an expiry date.

With externals: You will first need access to share externally, if you do not already have this, you can raise an IS Helpdesk ticket (internal link). Once enabled, you can share the file from OneDrive and configure the appropriate access permissions, including setting an expiry date.

Please note that OneDrive’s retention policy applies regardless of sharing settings, and the file will be deleted automatically once the designated retention period has elapsed.

Guidance on how to share recordings and transcripts (internal link) is available

Our legal basis for using your personal data

The lawful basis we rely on for processing your personal data will depend on the nature and purpose of the meeting and the reason for recording or transcription. The commonly used lawful basis for processing your personal data is it is necessary for the performance of a task carried out in the public interest.

Your Personal Data Rights

Find out more information about your data protection rights—including access, rectification, restriction, objection, and how to exercise them

Further guidance on your rights under UK data protection law can be found on the Information Commissioner’s Office (ICO) website

How long we keep your data

Standard Retention:

• Recordings: Subject to a 60-day retention policy.
• Transcripts: Subject to our 16 day chat retention period. If you need the transcript for longer, download it but remember to delete it after use. 

Extended Retention:

• In certain circumstances, you may need to retain recordings beyond the standard retention period. See Use cases for retention beyond 60 days (internal link)
• If extended retention is required, move the recording to the Digital Asset Management (DAM) system and set a review date.
• For UK GDPR compliance, document the decision to retain the recording and store in the metadata.

For more information on the retention of records, please see NatureScot’s Business Classification and Retention Schedules (internal link)

View NatureScot’s main Privacy Notices