Video Conferencing and Communication Privacy Notice
Updated on 20 May 2020
How the University process the personal information of staff and students if they use video conferencing and communication software
How we use your information
The University of Dundee requires the provision of IT systems that are fit for purpose (including support systems) which form a normal part of the business of the University. The University requires its community of staff, students and other stakeholders to use its IT systems in the course of their relationship with the University. The University community requires the use of video conferencing and communication for a variety of reasons where communicating face-to-face is not possible or is impractical. To help combat this the University has purchased software for video conferencing and communication. Members of the University community may have to provide some of their personal data in order to use these software solutions.
In order to use video conferencing and communication software you may be asked to provide: your name (first and surname), University of Dundee email address, phone number (optional), profile picture (optional).
Once you have created a profile and are using the Video conferencing and communication software, this software may also collect the following information:
Meeting Metadata: Topic, Description (optional), participant IP addresses and device/hardware information.
Cloud Recordings (optional): Mp4 of all video, audio and presentations, M4A of all Audio, Text file of all in meeting chats, Audio transcript file and IM Chat Logs.
Telephony Usage Data (Optional): call in number, call out number, country name, IP address, start and end time, host name, and MAC Address of device used.
Special categories of personal data
The University does not routinely require any special categories of personal data in the use of video conferencing and communication. However, we may have such information if you provide it to us directly, for example so we can make appropriate adjustments for a disability.
Should you provide personal data by using video conferencing and communication then the University of Dundee will be the data controller for that information. The software companies providing access to the video conferencing and communication are acting as the University’s data processors.
The University’s two main data processors for video conferencing and communication are:
- Microsoft Teams (which replaces Skype for Business Online as Microsoft’s professional online meeting solution). For information on how this service secures your data please see: https://products.office.com/en-gb/microsoft-teams/security
- Blackboard Collaborate – Online conferencing system embedded within the My Dundee Blackboard system. For information on how this service secures your data please see:
Legal basis for processing
The University requires its community of staff, students and other stakeholders to use its IT systems in the course of their relationship with the University. The processing is therefore necessary for the performance of a contract to which the data subject is party. The University also processes personal data for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller. The University’s activities are wholly reliant on the provision of its IT systems and it would not be able to fulfil its obligations without them.
The University respects your rights and preferences in relation to you. If you wish to update, access, erase, limit the use of your information or if you wish to complain about the University’s use of your information please contact the University’s Data Protection Officer in the first instance by emailing firstname.lastname@example.org. You may also wish to contact the Information Commissioner’s Office.