Online Meetings and Teleconferences Privacy Notice

Introduction

Revell Research Systems Limited (the Company, we, us, our) is providing you with this information in order to comply with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR), which require us to tell you what we do with your personal data.

This notice explains how Revell Research Systems processes personal data when you participate in online meetings, teleconferences and associated meeting chat facilities using the platforms that we support (such as Microsoft Teams, Zoom and similar services). Where a meeting or call is recorded, our Call Recording Privacy Notice will also apply.

Who is collecting this personal data?

Revell Research Systems Limited is collecting this data as the Data Controller.

Revell Research Systems Limited is registered with the Information Commissioner in the United Kingdom as a data controller under number Z186392X.

Who are we sharing your personal data with?

We may share personal data processed under this notice, where necessary and proportionate, with the following categories of recipient:-

• The courts and those involved in legal proceedings and non-contentious matters, including solicitors and barristers
• Police and law enforcement agencies
• Our subsidiaries, our ultimate holding company and all its subsidiaries
• Agents acting on our behalf
• Service providers (including associates)
• Call participants

We will not sell or rent your data to third parties. We will not share it with third parties for marketing purposes.

Why are we collecting and what will we do with your personal data?

We are collecting personal data in order to facilitate the use of remote meetings.

Where meetings are recorded, our Call Recording Privacy Notice also applies and explains the circumstances in which recordings may be made, retained and processed.

We may process this data for the purpose of the proper administration of our business and in communicating with you as well as maintaining backups.

You should be aware that we may process your personal data under additional privacy notices should your data be collected for other specific purposes. These might include those relating to usage logs and call recording.

We may share data with the courts and associated professionals in establishing, exercising or defending our legal rights. We may share data in reporting crime to or when co-operating with the police and law enforcement agencies.

What is the legal basis for processing?

Our lawful bases are Consent, Contract and Legitimate Interests.

• consent - participants may consent to the recording of meetings, the use of video, or other optional processing activities where consent is required.
• contract - the Company may need to conduct an online meeting or teleconference in performing a contract.
• legitimate interests - the Company has legitimate interests in conducting online meetings, communicating with clients and other stakeholders, administering its business, maintaining business records, protecting legal rights and maintaining backups.

These lawful bases are detailed in Article 6 of the UK General Data Protection Regulation (UK GDPR):-

• the data subject has given consent to the processing of his or her personal data for one or more specific purposes (Article 6(1)(a)).
• processing is necessary for the performance of a contract to which the data subject is party or to take steps at the request of the data subject prior to entering into a contract (Article 6(1)(b)).
• processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child (Article 6(1)(f)).

How are we collecting this information?

We collect personal data about you under this notice through the facilities offered by the platform being used. The teleconference platforms we use typically share your basic contact details with us. This data is normally collected by the service provider when you or your organisation set up your account with them or that you provide as you enter the call.

We may also collect other personal data that you provide to the participants during the course of the call.

Please note that our Usage Logs Privacy Notice will apply to you as our systems automatically log data traffic between us.

What information are we collecting?

We collect personal data when you participate in a call facilitated using one of the teleconference platforms that we use. Your basic contact details are typically passed to us automatically when you join a call.

Several platforms offer a chat facility, screen and document sharing capabilities. We may retain any information exchanged after the meeting has concluded. Where audio or video recordings are made, our Call Recording Privacy Notice applies and explains the circumstances in which recordings may be collected, retained and processed.

The personal data that we usually acquire in a teleconference meeting includes:-

• participant contact details supplied automatically (depending on platform)
• date, time and duration of the call
• chat messages
• documents shared during the call

You may also provide details about yourself in the chat or any documents or screens you share.

You should be aware that all call participants typically have access to this information.

Who can see your information within the Company?

Access to your personal data is restricted to authorised directors, staff and associates who require it for legitimate business purposes.

How long is your information kept?

We will only keep your information for as long as necessary. The retention period is either dictated by law or our legitimate requirements. Once your information is no longer needed it will be securely and confidentially destroyed.

We typically retain personal data that we have collected relying on contract as the legal basis for six years after the financial year in which the relationship ceased to be operative based on the Limitation Act 1980.

Personal data collected under other purposes is usually destroyed as soon as it is no longer relevant, which may be soon after the event. We are unlikely to retain data longer than six years.

How secure is your information?

We take appropriate technical and organisational measures to protect your information against unauthorised access, disclosure, alteration and destruction. You can read more about our approach to security at www.rrs.co.uk/security.

Who keeps your information updated?

You are responsible for keeping your personal details up-to-date. Please advise the Company of any changes.

Will your information be used for any automated decision making?

No. We do not undertake solely automated decision making, including profiling, that produces legal effects concerning you or similarly significantly affects you.

Our Privacy Statement

You can access the Company's Privacy Statement at www.rrs.co.uk/privacy. This statement provides you with more information about how we address data protection and privacy as well as informing you of your rights.

Other Privacy Notices

You are likely to interact with us in more than one way, so our other privacy notices may apply to you in different scenarios. We are open and transparent about how we use your personal data. You can find all of our Privacy Notices at www.rrs.co.uk/privacy.

Changes to this Notice

Any changes to this privacy notice will take effect when the revised notice is published. If these changes affect how your personal data is processed, the Company will take reasonable steps to make sure you know.

Further Information