Recording and privacy

You are always told

Nothing is ever captured secretly. If a meeting is being recorded, transcribed or screenshotted, a red indicator is visible to everyone in the room for the whole time, and you are shown a notice before it starts. If you cannot see an indicator, nothing is being captured.

Four things must all be true

Capture cannot start unless every one of these holds. If any single one fails, nothing is captured — there is no override.

1. 1

   Your department allows it

   Each department has a setting for what may be captured. Some allow nothing at all. Changing it needs an administrator, a written reason, and is recorded permanently.

2. 2

   The meeting was set up for it

   The host has to have switched it on for that specific meeting. It is off by default.

3. 3

   Everyone has been shown a notice

   Before capture begins, everyone present sees what will be captured and why.

4. 4

   You have been asked

   You are asked directly, and your answer is recorded along with the exact wording you were shown — so if the notice is reworded later, what you actually agreed to is still on record.

You can say no

Declining is a real option, not a formality. Depending on how your department is set up, declining either stops the capture entirely or excludes you from it. You can also withdraw consent partway through, and capture stops from that moment.

Declining is recorded in the same way as agreeing. Nobody has to take anyone’s word for what you said.

What screenshots actually capture

Screenshots are of the shared meeting view — the same thing everyone in the meeting can already see. Your desktop, your other windows, your messages and anything outside the meeting are never captured.

They are taken periodically while capture is active, and each one records why it was taken.

Observers

An Observer is someone attending without taking part — they cannot speak, turn on video, or share a screen. They are always visible in the participant list, and they have to state a reason for attending that everyone can read. There is no hidden attendance.

How long things are kept

Recordings, screenshots and transcripts are deleted automatically once their retention period ends. The period is set per department. Anything under a legal hold is kept until the hold is lifted.

You can ask for a copy of what has been recorded about you, or ask for it to be removed. Speak to your line manager or contact IT on extension 204.

Automated analysis

Meetings may be summarised and checked against standard procedures automatically. These results are advisory. They are produced by software reading a transcript, they can be wrong, and they are not a performance assessment. No automated result is used in a decision about anyone until a person has reviewed the evidence behind it.