Zoom Meeting Privacy Notice

This privacy notice explains how we use your data in relation to your use of the Zoom Video Conferencing tool, whether scheduling or attending an online meeting or webinar.

Please also see the Zoom privacy policy and their statement on GDPR compliance.

The personal data we process will be:

• The information you provide in the form to register for a meeting or Zoom account:
  • your name, and email address;
  • your job title/role and organisation/department;
• Where a recording of the event takes place, data provided in that meeting will be captured in that recording. All particpants will be alerted to the fact that a recording is taking place and invited to continue. Recordings are stored in the Zoom cloud, which is U.S. based. Meeting hosts should alert particpants to this fact.
  (Zoom participates in and has certified its compliance with the EU-U.S. Privacy Shield Framework).

N.B. Your IP and device name and OS is collected by the Zoom tool to better tailor the software - see their privacy policy for more information.

The University will process your personal data for the following purposes:

• To invite you to the meeting/webinar and enable to participate.

We ask for your consent to process your personal data for the purposes set out above, and you can withdraw your consent at any time, except as set out below.

When we use your data we do so on the basis that this is necessary:

• For the purposes of the University’s legitimate business interests (for example, in order to manage and develop its business).

Within the University, your data is shared only with those University departments and staff who need access for the processing purposes set out above.

Please see Zoom's privacy policy for their commitment to not sharing / reselling customer data.

N.B. Data transfer outside the European Economic Area (EEA):
Data held in the Zoom service, including recordings, is held in the United States.

Information from Zoom:

"Zoom Video Communication, Inc. participates in and has certified its compliance with the EU-U.S. Privacy Shield Framework and the Swiss-U.S. Privacy Shield. Zoom is committed to subjecting all personal data received from EU member countries, Switzerland, and the United Kingdom, in reliance on the Privacy Shield Frameworks, to the Framework's applicable Principles. To learn more about the Privacy Shield Frameworks, and to view our certification, visit the U.S. Department of Commerce's Privacy Shield List, https://www.privacyshield.gov/list".

The information will be retained for 12 months after you have last logged into the University of Birmingham Zoom service or immediately on discontinuation of the service, whichever is sooner.

Details about your rights are set out on the website page ‘Your Privacy: Data Protection – How the University Uses Your Data’.  This also explains how to ask any questions you may have about how your personal data is used, exercise any of your rights or complain about the way your data is being handled.

This webpage is effective from 20 April 2020. It is reviewed when necessary and at least annually. Any changes will be published here and you will be notified by email or as appropriate.