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Virtual and remote access meetings privacy notice

This Privacy Notice is designed to help you understand how and why Waverley Borough Council processes your personal data in relating to virtual meetings. This notice should be read in conjunction with the Council's corporate privacy notice.

Processing activity

We use Zoom conferencing technology for remote attendance at meetings by councillors, officers and where appropriate members of the public, where they are able to hear and where practicable see, and be similarly heard or seen by:

  • other Councillors, whether attending in person or in remote attendance; and
  • any members of the public who are attending remotely to exercise a right to speak at the meeting in accordance with constitutionally adopted procedures;
  • any other members of the public and press attending the meeting remotely to observe; and
  • Officers of the Council.
  • Councillor training and / or briefings

The decisions taken at Council meetings must be accessible by the public and the press, and to facilitate this, Council, Executive and Committee meetings (held in open session) will be live-streamed on the Council’s YouTube channel

Data we collect

The information we collect varies according to the purpose/processing activity but would comprise some or all of the following:

  • name
  • email address
  • job title
  • physical office address
  • telephone number
  • audio and video call recording/footage
  • video images
  • voice

Why we are allowed to use your data

Legal obligation or public task under various UK laws including but not limited to:

  • our legal obligation(s) under the Local Government Act 1972
  • our legal obligation(s) under the Local Government (Access to Information) Act 1985
  • our legal obligation(s) under the Local Government Act 2000
  • our legal obligation(s) under the Localism Act 2011
  • our legal obligation(s) under the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012
  • our legal obligation(s) under the Openness of Local Government Bodies Regulations 2014
  • where needed for the performance of a task carried out in the public interest under the laws that apply to us or the exercise of official authority vested in us

The personal data Zoom and YouTube collect from you will include your:

  • name
  • IP address
  • Telephone number

This is needed to allow video conferencing and live streaming to function properly. The legal basis for collecting this data is consent.

The video conferencing tool will transmit meeting activity (such as joining or leaving), including activity related to third-party integrations, together with the date, time, person engaged in the activity, and other participants in the meeting. It will also route audio and video call content and screen sharing content between call participants.

Who we can share your data with

Minutes and details of decisions are published on our website once available. If you have asked a question, or participated in a discussion for example at a quasi- judicial meeting, some information about you may be included in our minutes. Please note that websites can be seen throughout the world, and not just in the United Kingdom where UK law applies.

We may share your data if we are required to do so by law – for example, by court order, or to prevent fraud or other crime. We rely on a number of exemptions, which allow us to share information without needing to comply with all the rights and obligations under the Data Protection Act 2018.

Retention period

We will have the ability to record meetings. We will not record the call in any way by photographing, filming, screen shooting, recording or sharing the call on any device without prior agreement from all participants in the call.

We will keep your information for as long as it is required to comply with legal and regulatory requirements. Audio/video call, images’ recording and live streaming will be retained until the minutes have been agreed, at the next following remote or physical meeting of the body concerned. All information will be held securely and disposed of confidentially.

Right to object

Where processing your personal information is required for the performance of a public interest task (see our lawful bases above), you have the right to object on ‘grounds relating to your particular situation’. We will have to demonstrate why it is appropriate for us to continue to use your personal data.

Further information

For further details of how we process your personal information and for details on your additional rights please refer to our Data Protection and Privacy Policy main page.