Microsoft Teams

When you use Microsoft Teams, we collect information such as your name, email address, and anything you share in meetings, chats, or calls. Sometimes, meetings may be recorded, and transcription (written text of what is said) may be enabled.

We use this information to help people work together, communicate, and keep a record of meetings when needed. Video and transcription features help us include everyone, keep accurate notes, and support those who cannot attend live.

Your information is stored securely in Microsoft’s cloud services, which are protected by strong security measures. Only people who need access for work purposes can see your information.

The video recordings and transcripts of Teams calls have an expiry date of seven says set; however, if these documents are moved to a SharePoint location an appropriate retention period will be assigned to the document(s) depending on the nature of the record.

 We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or as set out in any relevant contract we have with you.

 To view how long we keep your personal data, please visit our retention schedule here.

We process your information because it is necessary for our legitimate interests to run meetings effectively. Meeting attendees will be asked to provide their consent prior to the meeting being recorded or transcribed.

We do not share your Teams information with anyone outside our organisation unless it is necessary for the meeting or required by law. If a meeting is recorded, we will let you know in advance.

We may receive your information if you are invited to a Teams meeting by someone in our organisation, or if you share information during a meeting.

If your details change, please contact 03451 400 100 to inform us to ensure that all of the information we hold about you is up to date.

You can also contact our data protection officer at datamanagement@linkhaltd.co.uk or by post to Link House, 2c New Mart Road, Edinburgh EH14 14L.

You have the right to ask us for copies of your personal information. 

You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

You have the right to ask us to erase your personal information in certain circumstances.   

You have the right to ask us to restrict the processing of your personal information in certain circumstances. 

You have the right to object to the processing of your personal information in certain circumstances.