The charity making life better by water

Privacy Schedule for virtual and remote access meetings

This Schedule sets out details of our processing of personal information for our virtual and remote access meetings.

It should be read in conjunction with the Trust Privacy Notice.

We use Microsoft Teams and Zoom Video Communications for our virtual and remote access meetings. Both Microsoft and Zoom will collect some data under the terms of its Privacy Notice. This information is required to allow video conferencing to function properly.

Information recorded and collected is in relation to meeting activities (e.g., joining or leaving), including activity related to third-party integrations, together with the date, time, and person engaged in the activity. It will also route audio and video call content and screen sharing content between call participants but will not retain or store the content.

In rare circumstances the Trust will record the meetings for legitimate business purposes and will do so only after participants have been notified. You should take steps to ensure you are not captured in the recording e.g., turning your camera off, and adding questions to the comments box.

Controller of your information

We are the controller of your personal information. Where we legitimately share your information outside of the Trust, the recipient organisation may either be the processor or joint controller, depending on the circumstances and subject to appropriate safeguards and controls.

Where we get your information from

Your information may be collected in a variety of ways.

Information you provide

  • When you sign up to a virtual or remote access meeting or agree to attend.

Information we obtain from other sources

  • When someone signs you up to a virtual or remote access meeting or agrees to your attendance on your behalf.

Information we create

  • When you attend a virtual or remote access meeting.

Information we collect about you

Depending on the circumstances, we may hold and process some, or all, of the information contained in Annex 1 – Schedule of personal information processed.

Special category information

We do not collect your special category information.

Criminal convictions and offences information

We do not collect your criminal convictions and offences.

Why we process your information

Your personal information will be processed for the purposes set out in Annex 1 – Schedule of personal information processed.

Lawful basis

Your personal information will be processed under the lawful basis set out in Annex 1 – Schedule of personal information processed.

Where your information will be stored

Your information will be stored in a range of different places, including the Trust Office 365 applications, specifically Teams and OneDrive and SharePoint (if owners of virtual recordings upload their recording to alternative locations for longer term storage).

Who we share your information with

Your personal information may be shared internally within the Trust, or with Trust partners or volunteers, with individuals who are required and authorised to receive it for legitimate business purposes according to their role, and in accordance with Annex 1 – Schedule of personal information processed. Sharing is most likely to be ancillary in that it is the meeting and information discussed within it that is pertinent, rather than your information itself.

Your information may be shared externally according to Annex 2 – Schedule of personal information shared.

International transfers

We do not currently share any of your information internationally. However, should we do so, it will be for legitimate Trust business and only subject to appropriate data protection safeguards, including adequacy decisions or the UK International Data Transfer Agreement.

Other relevant privacy documents



Changes to this Schedule

We may change this Schedule from time to time without notice to you. This is to ensure it reflects current legislation. In that case, the ‘latest version’ date in Annex 3 will also change. Any changes to this Schedule will apply to you and your data immediately.

If these changes significantly affect how your personal data is processed, we will take reasonable steps to let you know.

Latest version

This Privacy Schedule is reviewed periodically when changes are required, and in any event every three years. If the version you are viewing is older than three years, please ensure that you have the up-to-date version by contacting [email protected]

See Annex 3 – Version Control.

Last Edited: 08 December 2023

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