Scottish Canals (the data controller) may record and transcribe Microsoft Teams meetings and/or webinars. The main intention for the use of this function is to create and verify meeting minutes, action points and summaries. We hold a range of meetings to help deliver services, make decisions and work with stakeholders and partners.

 Some personal data (listed below) may be processed for the following reasons:

• Support transparency
• Create and verify accurate records of topics and agreements
• Support stakeholders who cannot attend meetings
• Improve accessibility
• Provide evidence relating to decisions and actions
• Support service improvement

Personal data may be collected from meeting participants for the purposes listed above. This may include members of the public, customers, partner organisations, council and elected staff and anyone working within the premises of and/or for Scottish Canals (for example sub-contractors, consultants, secondees from another organisation or agency staff) . The data that may be collected can include names and contact details, the organisation you represent, what is said during the meeting, audio (and in some cases, video of you), text in the chat, any documents or materials that you share.

Our lawful basis for processing the personal data supports our legitimate interests (Article 6(1)(f)) and, in some cases our public duties (Article 6(1)(e) – Public Task).

Meeting minutes will be published on our website after review and removal of all personal and sensitive information. Recordings and/or transcriptions will typically only be kept long enough for the creation of minutes after which the data will be securely destroyed. 

Personal data will not be shared. No sensitive nor personal information will be documented in minutes, action plans, summaries, etc. As required, anonymisation will be employed. In situations where personal information is discussed or noted in the course of a meeting, this will not be included in the minutes. This, however, may be documented per business-as-usual standard in another format and location to comply with requested or required internal follow up  (i.e. request for a follow up to a customer query; pursuit of an unacceptable behaviour case; etc.).

We use Microsoft to deliver and support these meetings. This may include using AI tools such as Copilot. In this case Microsoft or related IT providers are data processors who use the personal data as instructed by the data controller and for no other purposes. Any such processing is carried out under strict contracts and security standards as per data protection regulations.

Last Update: 22 August 2025