Privacy Notice for Online Meetings, Conference Calls and Webinars via Microsoft Teams by the Greater Manchester Education Trust

As an organisation, we use Microsoft Teams to host online meetings, calls, and webinars. As a result, we may collect some personal data from you, in order to host the event successfully.

What data will we collect?



To participate in an online event, you must provide the minimum information required for this purpose. The minimum data required is your first name, last name, and email address. We will also make a record of your attendance at the event.

During the meeting we may collect video data (if you have your camera switched on), audio data (if you have your microphone switched on) or text (if you post comments or questions in the chat). Additionally, Microsoft may collect some technical data, but this is not accessible to staff in GMET. (See the Microsoft Privacy Statement for more information).

Any events that are recorded will be flagged as being recorded at the start, by the host and the system will display a flag.

For some webinars, we may also ask additional questions at the point of registration e.g. which school year your child is in, but these questions will be visible before you commit to registering your interest in the event.

How long do we store data for?

Recordings automatically expire after 60 days unless the host chooses to make a copy for sharing. Any stored recording or information then falls under the Trust Data Protection Policy.

Your name and email address may be stored as a contact by the host of the event in their email system. If you do not wish this, please let your host know by email after the meeting.

Who has access to the data?

Event details (including personal data, recordings and attendance) are stored within the Microsoft 365 tenancy of the Greater Manchester Education Trust. This is a secure environment accessible only by those with logon credentials and authority to access it. Events are not accessible to anyone except the participants unless the recording is made public.

Recordings that are made public may be shared within the organisation (GMET) e.g. to highlight a safeguarding concern, to resolve a dispute or as training for staff or may be shared more widely e.g. at parents evenings, on the website, or at other schools. Unless the recording is being shared to monitor a safeguarding concern or resolve a dispute, where it is known that the recording will be made accessible to anyone outside the event, notice will be given at the start. Where this has not happened, individuals will be contacted to seek consent.

Any stored recording or information falls under the Trust Data Protection Policy.

We do not transfer data to other countries.

Person responsible for data processing and whom I can contact:

• Event Host: In the event of any queries, please contact your event host in the first instance
• Trust Data Protection Lead: Mrs C Wragg (cwragg@gmetrust.org)
• Data Protection Officer: D Eadie (danielle.eadie@radcat.co.uk)