Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of recording, transcribing, and using Microsoft Copilot to support meetings and visits
Introduction
This privacy notice explains how Rhondda Cynon Taf County Borough Council (referred to as ‘RCTCBC’, ‘Council’, ‘we’) uses personal information when meetings or visits are recorded, turned into a written notes of what is said (transcribed), or supported by tools like Microsoft 365 Copilot. This includes online meetings (like Microsoft Teams), in-person meetings and visits, and meetings where some people join in person and others join online (sometimes called 'hybrid meetings').
This notice should be read in conjunction the Council’s data protection pages on our website:
Data Protection | Rhondda Cynon Taf County Borough Council
Where Copilot is used to support a meeting or visit, it should also be read in conjunction with the Council’s Atricifical Intelligence privacy notice which can be found here:
How we use your personal information - service privacy notices | Rhondda Cynon Taf County Borough Council
The Data Controller
The Council is responsible for how personal data is used when meetings and visits are recorded, transcribed or supported by Copilot. The Council is registered with the Information Commissioner’s Office (ICO) as a controller under reference Z4870100.
Queries relating to this privacy notice
If you have any questions about how your personal data is being used, or has been used in relation to a recorded or transcribed meeting or visit, please contact the service or department that organised the meeting or visit.
For general questions about this privacy notice, you can contact the Council’s Information Management Team via email at information.management@rctcbc.gov.uk
Who we are what we do
As a local authority, Rhondda Cynon Taf County Borough Council holds a wide range of meetings and visits to help deliver services, make decisions, and work with residents, partners, and other organisations. These meetings may include internal team discussions, service user appointments, public consultations, training sessions, and formal decision-making forums.
To support transparency, improve service delivery, and ensure accurate records, some of these meetings and visits may be recorded or transcribed. This helps us:
- Create or keep a reliable record of what was said and agreed
- Support people who couldn’t attend the meeting or visit
- Make meetings and visits more accessible for those with additional needs
- Provide evidence of decisions or actions taken
- Support learning, development, and service improvement
We may also use digital tools like Microsoft 365 Copilot to help summarise discussions, capture action points, and generate meeting notes. These tools are used to support, not replace human decision-making and are operated within secure systems that follow strict data protection rules.
Whose personal data we process
We collect and use personal data from people who attend a meeting or visit that is being recorded or transcribed. This may include but is not limited to:
- Members of the public who attend meetings
- Council staff
- Elected members
- Partner organisations
The categories of personal data we process
If a meeting is recorded or transcribed, we may collect different types of personal data depending on the nature of the meeting and whether the attendee is a member of the public or a professional.
For members of the public, this may include:
- Your name and any contact details you provide
- Information about your relationship to the Council (e.g. resident, service user, community representative)
- What you say during the meeting
- Audio or video of you (if your microphone or camera is on)
- Any documents or materials you share
- Notes or summaries that include your contributions
For professionals, including Council staff, elected members, and representatives of partner organisations, this may include:
- Your name, contact details, and where relevant, your job title or role
- The organisation you represent and your relationship to the Council
- What you say during the meeting
- Audio or video of you (if your microphone or camera is on)
- Any documents or screens you share
- Notes or summaries created by tools like Microsoft Copilot that include your input
Why we process the personal data
We use this information to:
- Create or keep a reliable record of what was said and agreed - For example, recordings or transcripts can be used to double-check what actions were assigned, confirm decisions made, or resolve any misunderstandings after the meeting.
- Help people who couldn’t attend - for example, someone who missed the meeting due to illness or scheduling conflicts can read the transcript or summary to catch up on what was discussed and any decisions made.
- Make meetings more accessible - For example, transcripts can help people who are deaf or hard of hearing follow what was said, or allow participants to review discussions in their own time if they process information better through reading.
- Support staff development and learning – We may use recordings or transcripts to help train staff, reflect on how meetings are run, and improve communication or service delivery.
- Improve how we work and make decisions - For example, reviewing meeting transcripts can help identify patterns, highlight areas for improvement, and ensure that decisions are based on accurate and complete information.
Our lawful basis for processing the personal data
We are able to record and transcribe meetings when:
- It helps us carry out our public duties (Article 6(1)(e) – Public Task)
- We are required to do so by law – for example, to meet legal duties around decision-making, safeguarding, or public accountability
- In some cases, it supports our legitimate interests (Article 6(1)(f))
- If sensitive data is involved, we rely on reasons of substantial public interest (Article 9(2)(g))
Who or where we get the personal data from
We collect personal data directly from people who take part in meetings.
Who we share personal data with
Meeting recordings and transcripts are primarily used to support the creation of accurate minutes, action points, or summaries. These summaries may be shared with individuals who need to understand what was discussed or agreed. The full recording or transcript is not usually shared and is retained only for internal use, unless there is a specific reason or legal requirement to do so.
Example: If a safeguarding meeting is recorded to help ensure accurate documentation, the full recording would not be shared with attendees. Instead, a written summary or action plan would be shared. However, if a court or regulatory body requested access to the recording as part of a legal process, we may be required to provide it.
The organiser of the meeting will tell you in advance, and at the start of the meeting who the recording, transcript, or any summary will be shared with, and for what purpose. This helps ensure everyone is informed and understands how their information may be used.
We always make sure that any sharing of personal data is lawful, limited to what is necessary, and handled securely.
Data Processors
We use Microsoft and other trusted IT providers to deliver and support the AI tools used by the Council, such as Copilot.
These companies act as data processors on behalf of the Council. This means they only use your personal data as instructed by us, and they are not allowed to use it for their own purposes. All processing is carried out under strict contracts and security standards to protect your information.
How long we retain the personal data
Meeting recordings and transcripts are mainly used to help produce accurate minutes, action points, or summaries. These summaries are considered the official record of the meeting.
Recordings and transcripts are automatically deleted after 60 days, unless they are deleted earlier, for example, once the minutes or summary have been finalised. This helps ensure we only keep personal data for as long as necessary.
In some cases, we may need to retain a recording or transcript for longer, for example, if it is required for legal, safeguarding, or audit purposes. In these situations, the data will be kept securely and only for as long as it is needed.
Your data protection rights
Under the UK General Data Protection Regulation (GDPR), you have important rights over your personal data. This includes the right to access any personal data the Council holds about you—including information captured in meeting recordings or transcripts.
Click here for further information on your information rights and how to exercise them.
Your right to make a data protection complaint to the Council
You have the right to complain to the Council if you believe we have not handled your personal data responsibly and in line with good practice.
If your concern relates to a meeting that has been recorded or transcribed, please contact the organiser of that meeting directly. Most issues can be resolved quickly through a simple phone call or email.
Alternatively, you can raise a formal complaint via the Council’s Customer Feedback Scheme using the following link:
Make a comment, compliment or complaint online
You can also contact the Council’s Data Protection Officer at Information.management@rctcbc.gov.uk.
Your right to make a data protection complaint to the ICO
You also have the right to complain to the ICO if you are unhappy with how we have used your data. However, we encourage you to contact us first and provide us with an opportunity to look into your concern and put things right.
The ICO can be contacted:
- Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
- Helpline number: 0303 123 1113
- Website: https://www.ico.org.uk