Privacy Notice

1. Introduction

This notice provides information about the use of personal information by the lecture capture service while you are a current or former employee, worker, consultant, officer, contractor, volunteer, intern, casual worker, agency worker, apprentice, affiliated lecturer or academic visitor at the University of Manchester or registered student of the University of Manchester. If you fall into one of these categories then you are a “data subject” for the purposes of this notice. As a member of staff (or equivalent) you also have certain legal and contractual responsibilities to protect the personal information of other people (e.g. other employees, students, research participants) by handling it appropriately. This notice does not form part of any contract of employment or other contract to provide services. This privacy notice is provided in addition to and within the context of the terms of the University of Manchester institutional privacy notices:


2. What personal information will you process?

2.1 Personal contact details such as name, title, ID numbers, and email addresses.
2.2 Teaching schedules of individuals.
2.3 Registration with the Disability Advisory Support Service.
2.4 Activity on the websites used to deliver or support the lecture capture process.
2.5 Electronic voice recordings.
2.6 Electronic recordings of teaching or timetabled sessions.
2.7 Video and images of teaching or timetabled sessions, including images of individuals present.
2.8 Information obtained from swipe cards, including the ID number of an individual.
2.9 Course enrolments of individuals.
2.10 Organisational relationships between individuals and directorates, schools, faculties and other organisational bodies that form the University of Manchester and its affiliated bodies.


3. What is the purpose of the processing under data protection law?

We will only use your personal information when the law allows us to do so by providing us with a legal basis or valid condition. The legal basis for using the data outlined in section 4 is that it is necessary for the performance of tasks we carry out in the public interest, specifically the delivery of materials for the support of teaching, learning and support of disabled students and the analysis of the delivery of these materials.


4. Who will my personal information be shared with?

4.1 As outlined in the University policy on lecture capture, by default recordings will be shared with the staff, students and enrolled members of the course the recordings have originated from. Recordings may also be viewed by approved support staff for the purposes of providing technical support to the recording process.
4.2 At the discretion of the teaching staff on the course, recordings may be made more widely available, for example, students on other units or through iTunesU, etc.
4.3 Metadata about usage trends, patterns of usage and analysis of usage may be shared as part of conference publications, research or scientific or technical publications.
4.4 Information may be released in compliance with the Freedom of Information act.
4.5 Information may be disclosed to the police or law enforcement agencies.
Information may be disclosed to relevant trade unions.
4.6 Person data will be stored by the University of Manchester in local data centres, on cloud computing infrastructure hosted within the European Economic Area (EEA), it may be accessed by students and staff outside the EEA and stored on their local computers outside the EEA.


5. How long is my information kept?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

5.1 Recordings of scheduled teaching events are retained for 5 years.
5.2 Recordings of special events or non-scheduled teaching events are kept while relevant.
5.3 Manually uploaded material is kept while relevant.


6. Who can I contact if I have any queries?

If you have any questions about how your personal information is used by the University for lecture and session capture, or wish to exercise any of your rights, please consult the IT Services Media Technologies Team (