Privacy Notice – Teams Meetings
Microsoft Teams Meeting Recording and Transcription Privacy Notice
Highland Spring Limited, a company incorporated in Scotland with registered number SC067339 and having its registered office at Stirling Street, Blackford, Auchterarder, Perthshire, Scotland, PH4 1QA (“we”, “us” or the “Company”), respects your privacy and is committed to protecting your personal data.
For the purpose of the relevant laws concerning the protection of personal data and information collected by us, including the General Data Protection Regulation (EU) 2016/679 (the “GDPR”) (collectively the “Data Protection Laws”), Highland Spring Limited is the data controller.
Purpose
This privacy notice explains how we collect and process your personal data when you attend meetings or calls hosted by us using Microsoft Teams, where those meetings or calls are recorded and/or transcribed.
It is important that you read this notice together with any other privacy notice we may provide to you on specific occasions when we collect or process personal data about you. This notice supplements our Website Privacy Notice for external participants and our Employee Privacy Notice for internal participants, and is not intended to override them.
The Data We Collect About You
When you attend a Microsoft Teams meeting or call which is recorded and/or transcribed, we may collect, use, store and process personal data about you, including:
Identity Data, including your name;
Contact Data, including your business email address, job role and contact number;
Meeting Contribution Data, including any opinions, questions, comments or other contributions you make during the meeting or call; and
Audio and Visual Data, including your voice recording and video image where the meeting or call is recorded and you have enabled your microphone and/or camera.
How Is Your Personal Data Collected?
We collect personal data directly from you when you attend and participate in a Microsoft Teams meeting or call hosted by us.
Where a meeting or call is recorded and/or transcribed, Microsoft Teams may capture your name, contributions, voice and, where enabled, video image as part of the recording and/or transcription.
How Do We Use Your Personal Data?
We will only use your personal data for the purposes for which it was collected and where the law allows us to do so.
We may use your personal data to:
record and transcribe meetings or calls hosted by us;
create an accurate record of discussions, decisions, actions and points raised during meetings or calls;
allow attendees to review the content of the meeting or call;
share recordings and/or transcripts internally where this is necessary for business purposes; and
support the administration, management and follow-up of meetings or calls.
Disclosures of Your Personal Data
Attendees of the relevant Microsoft Teams meeting or call may have access to the recording and/or transcription.
Recordings and/or transcriptions may also be shared internally within the Company where this is necessary for legitimate business purposes. We will not share recordings or transcriptions more widely unless there is a valid reason to do so and we are permitted or required by law.
Objecting to Recording or Transcription
If you wish to object to a meeting or call being recorded or transcribed, you should inform the meeting organiser as soon as reasonably practicable.
Where you raise an objection, your concerns will be considered and alternative arrangements will be made where possible.
Data Security and Retention
We treat personal data contained in recordings and transcriptions as confidential.
We take appropriate steps to protect personal data from unauthorised access, unlawful processing, accidental loss, destruction or damage.
Recordings and transcriptions will only be retained for as long as necessary for the purposes for which they were collected, including for the purposes of satisfying any legal, regulatory, accounting or reporting requirements.
Your Rights
Under applicable data protection laws, you may have certain rights in relation to your personal data, including the right to:
request access to the personal data we hold about you;
request correction of inaccurate or incomplete personal data;
request erasure of your personal data in certain circumstances;
object to the processing of your personal data in certain circumstances;
request restriction of processing of your personal data;
request the transfer of your personal data to you or to a third party, where applicable; and
make a complaint at any time to the Information Commissioner’s Office, the UK regulator for data protection issues.
For further details about your rights and how to exercise them, please refer to our Website Privacy Notice if you are an external participant, or our Employee Privacy Notice if you are an internal participant.
Changes to Our Privacy Policy
We may amend this privacy policy from time to time. If we make any substantial changes we will notify you by positing a prominent notice on our website.
This version was last updated on 29 April 2026.
Contact details
Website: www.highlandspringgroup.com
Telephone: 01764 660500
Fax: 01764 660501