Name: Virtual-Remote Access Meetings Privacy Notice
Description: Virtual-Remote Access Meetings Privacy Notice

Virtual-Remote Access Meetings Privacy Notice

Privacy Notice for Virtual – Remote Access Meetings

The Coronavirus Act 2020 provides for ‘persons to attend, speak at, vote in, or otherwise participate in, local authority meetings without all of the persons, or without any of the persons, being together in the same place’.

The Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020 provides us with greater flexibility in the conduct of our meetings, including allowing Councillors to attend remotely and for public and press access to those meetings.

Processing activity - we use Microsoft Teams or Zoom conferencing technology for remote attendance at meetings by Councillors, where they are able to hear and where practicable see, and be similarly heard or seen by:

(a)  other Councillors, whether attending in person or in remote attendance; and

(b)  any members of the public who are attending remotely to exercise a right to speak at the meeting in accordance with constitutionally adopted procedures; and

(c)   any other members of the public and press attending the meeting remotely to observe.

The press and members of the public are able to observe our meetings (held in open session), through the Council’s YouTube channel.

Information requirements - our processing activities may include:

  • email address
  • job title
  • physical office address
  • telephone number
  • audio and video call recording (for the purpose of accuracy of the minutes being taken only)
  • images

Lawful bases - our lawful bases for processing your personal information are:

  • our legal obligation(s) under the Local Government Act 1972
  • our legal obligation(s) under the Local Government (Access to Information) Act 1985
  • our legal obligation(s) under the Local Government Act 2000
  • our legal obligation(s) under the Localism Act 2011
  • our legal obligation(s) under the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012
  • our legal obligation(s) under the Openness of Local Government Bodies Regulations 2014
  • where needed for the performance of a task carried out in the public interest under the laws that apply to us or the exercise of official authority vested in us

The personal data Microsoft Teams, Zoom  and YouTube collect from you will include your:

  • name
  • IP address

This is needed to allow video conferencing and live streaming to function properly. The legal basis for collecting this data is consent.

Data sharing – minutes and details of decisions are published on our website once available. If you have asked a question, or participated in a discussion for example at a quasi- judicial meeting, some information about you may be included in our minutes. Please note that websites can be seen throughout the world, and not just in the United Kingdom where UK law applies.

We may share your data if we are required to do so by law – for example, by court order, or to prevent fraud or other crime. We rely on a number of exemptions, which allow us to share information without needing to comply with all the rights and obligations under the Data Protection Act 2018. Please refer to the Kent and Medway Information Agreement for further details on our sharing arrangements.

Retention period - we will keep your information for as long as it is required in order to comply with legal and regulatory requirements. Audio/video call, images’ recording and live streaming will be retained until the minutes have been agreed, at the next following remote or physical meeting of the body concerned. Please refer to our Democratic Services Information Asset Register for specific retention periods applying to our datasets. All information will be held securely and disposed of confidentially.

Right to object – where processing your personal information is required for the performance of a public interest task (see our lawful bases above), you have the right to object on ‘grounds relating to your particular situation’. We will have to demonstrate why it is appropriate for us to continue to use your personal data.

Changes to this Privacy Notice – we review this Privacy Notice regularly and will place updates on our website.

Please refer to our:

for further details of how we process your personal information and for details on your additional rights.

Last Updated: 11th May 2020