Gassco guidelines and privacy declaration -recording and transcription in Microsoft Teams meetings

These are guidelines to Gassco personnel that wants to enable transcription and recording in Microsoft Teams meetings as well as information (privacy declaration) to the participants in such meetings.

1. Information about transcription and recording of Microsoft Teams meetings

Recording and transcription in Microsoft Teams allow audio, video, and shared content from a meeting to be captured for later playback and documentation. Transcription converts spoken language into written text, making it easier to review discussions, search for key topics, and support accessibility for participants. Note: If participants participate from a meeting room, all participants in that room will be transcribed under the name of the meeting room (i.e., not each individual participant). Microsoft Teams is provided by Microsoft. Microsoft acts as a data processor for Gassco in accordance with the data processing agreement. Further information about Microsoft’s processing of personal data, including technical and organizational measures, is available in Microsoft’s Privacy Statement.

2. Purpose

Recording and transcription in Microsoft Teams may be used to support documentation, knowledge sharing, training, minutes of meetings and meeting efficiency. Use must comply with GDPR, internal security policies, and the principles of necessity, transparency, and data minimisation.

3. Permitted use

Recording and transcription may be used when:
• The meeting purpose is operational, informational, or educational
• Information is provided to all participants in the meeting invitation and at the meeting start

Recording and transcription must not be used when:
• Special category personal data (GDPR Art. 9) may be discussed
• HR, medical, disciplinary, or other highly sensitive matters are involved
• Information discussed is confidential
• In meetings with participants from any of the Gassco terminals

4. Transparency and the right to object to processing

• Participants must be informed when recording or transcription is started
• Teams recording/transcription indicators must be visible
• Meeting participants have the right to object to the recording. If an objection is raised, the meeting organizer shall not start recording unless there are compelling reasons to continue. If recording is maintained, the objecting participant must be allowed to turn off audio and video, or leave the meeting

5. Access and Re-Use

• Access to recordings and transcripts are restricted to meeting participants by default
• Sharing outside the meeting participants is allowed within the purpose (e.g. if the purpose iseducational/training)
• Re-use for purposes other than originally intended is not permitted6. Data Qualit

6. Data Quality

• Transcripts may contain errors and must not be treated as authoritative
• Information in the transcripts must always be, subject to “human in the loop” (e.g. verified by the meeting owner) before it is included in the minutes of meetings and/or used as basis for decisions or actions.

7. Storage and Retention

• Recordings and transcripts are stored in Microsoft 365
• Default deletion is 10 days.
• Extended storage may be allowed on a case-to-case basis provided such retention is within the purpose (e.g. educational/training)

8. Roles and Responsibilities

• Meeting organiser: Ensures compliance and participant information
• Participants: Share information responsibly
• IT/Security: Configure technical safeguards and retention
• Managers: Ensure awareness and training

9. Contact information Roles and Responsibilities

If you have questions regarding your data protection rights, please contact [email protected].