Privacy Notice and Agreement for Microsoft Teams recordings and transcripts
Purpose
This Privacy Collection Notice explains how the NDIS Quality and Safeguards Commission (NDIS Commission, we or our) manages personal information in accordance with the Privacy Act 1988 (Cth) (Privacy Act) and should be read alongside the NDIS Commission Privacy policy.
When the NDIS Commission conducts meetings via Microsoft Teams (MS Teams) we may be record these meetings to maintain a record of attendance, discussions and subject matters related to the NDIS Commission's functions.
Why is your personal information being collected?
We may collect your personal information when the NDIS Commission hosts online meetings, workshops or events. The primary purpose of collection is for the NDIS Commission’s functions and activities, either:
- as communicated to you by the host of the MS Teams meeting or otherwise, or
- as set out in the meeting invitation.
Collection of personal information may occur if the NDIS Commission records a MS Teams meetings, either video, audio or through automatically generated transcripts of the meeting.
The NDIS Commission host will advise participants that the meeting is being recorded and a banner is usually displayed on the screen when the recording begins. Recordings and transcripts may be used to:
- allow staff to refer to meetings to confirm points that were discussed, or outcomes agreed upon
- keep a record of the meeting for evidentiary purposes.
If you do not agree to collection of your personal information by way of a MS Teams video recording, this may impact your attendance at the meeting.
What personal information is being collected?
We may collect personal information, such as:
- first and last name
- email address and telephone number
- voice and image
- opinions or personal views
- location (for example, if you attend from a meeting room)
How do we collect personal information?
The NDIS Commission may collect personal information when you register to attend NDIS Commission hosted meetings. Collection of personal information may occur:
- when you complete an online registration form (either on the NDIS Commission website or a third-party website, for example Eventbrite)
- when you accept the MS Teams meeting invite or attend the meeting, or
- if the NDIS Commission records the meeting
Who will we disclose your personal information to?
The NDIS Commission or third party hosts may disclosures your personal information:
- if you agree or have previously agreed to the disclosure
- if the release is authorised by law, including for the purpose of research or investigations, or
- if we consider it necessary or beneficial for an external participant to have a record of the meeting.
We will not disclose your personal information for any other purpose without your consent, unless authorised or required by under law to do so, or where the disclosure is authorised under the Privacy Act.
Overseas disclosure
The NDIS Commission does not generally disclose personal information overseas recipients. If circumstances arise where the NDIS Commission needs to transfer or disclose your personal information overseas, we will comply with our privacy obligations.
We encourage attendees to review privacy policies of third parties hosting or assisting with meetings to allow you to make a decision about their privacy practices.
Privacy policy
Our Privacy policy contains important information about how you can
- access personal information we hold about you
- seek correction of personal information we hold about you, and
- make a complaint to us about a breach of your privacy and how we will deal with this complaint.
Our Privacy policy can be found on the Privacy page of the NDIS Commission website.
Contact
The Privacy Team at the NDIS Commission can be contacted using the following contact methods:
- Email: Privacy@ndiscommission.gov.au
- Telephone: 1800 035 544
- Post: NDIS Commission Privacy Team, PO Box 210, Penrith NSW 2750
Confirmation and consent
By attending a recorded or transcribed Microsoft Teams meeting held by the NDIS Commission, you consent to the NDIS Commission collecting and handling your personal information (including sensitive information) in accordance with this Privacy Collection Notice.