Recording, transcription and AI-assisted meeting notes privacy notice

Last updated: October 2026 

What this notice is about 

This privacy notice explains how Islington Council uses recording, transcription and artificial intelligence (AI) to help create meeting notes, minutes and records of discussions. 

The council mainly uses Microsoft Teams recording and transcription features. We may also use approved AI tools to help create draft meeting notes, summaries and action lists from recordings or transcripts. This includes Microsoft 365 Copilot, and a council developed tool called Minute (Chapel), which is currently being piloted and developed. 

These tools are used to support services, improve accessibility and help staff produce accurate records of meetings and discussions. 

If a meeting is being recorded or transcribed, participants will normally be informed before recording or transcription begins. Microsoft Teams also displays a notification when recording or transcription starts. Recording and transcription are not used for every meeting. The meeting organiser will consider whether recording or transcription is necessary and proportionate for the purpose of the meeting. 

You should also read our main privacy notice, which gives more details about our approach to call recording, your rights and how to contact us.  

What information we collect, hold and use

Depending on the type of meeting and the technology being used, we may collect and process: 

• your name and contact details
• information you provide during a meeting or discussion
• your voice during a recorded or transcribed meeting
• your image if video recording is enabled and your camera is switched on 
• meeting chat messages and content shared during a meeting
• meeting recordings
• meeting transcripts
• draft notes, summaries, action lists and meeting records generated from recordings or transcripts.

The information collected will vary depending on the purpose of the meeting and whether recording, transcription or AI-assisted notetaking has been enabled. 

Where we get your information from 

We get information from:

• you, when you participate in a meeting, interview, workshop, consultation or discussion
• Microsoft Teams recordings and transcripts
• meeting chat messages and files shared during meetings
• approved AI tools that analyse recordings or transcripts to create draft meeting notes and summaries.

Information may also come from documents discussed during a meeting or from other participants involved in the discussion. 

How we use this information

We use recordings, transcripts and meeting notes to: 

• create accurate records of meetings and decisions
• produce meeting minutes and action logs
• support follow-up work and service delivery
• improve accessibility for participants
• reduce the need for manual notetaking
• allow participants to focus on the discussion rather than making detailed notes 
• support training sessions, presentations and other business activities where recording is appropriate. 

We may use approved AI tools to help create draft meeting notes, summaries, action lists and records from meeting transcripts. These tools assist staff with administrative tasks and help reduce the time spent producing meeting records. AI-generated content is always reviewed by a member of staff before it is used. 

The council is also developing and piloting a tool called Minute (Chapel), which can create transcripts and draft meeting notes from recordings or existing transcripts. It has been subject to the council's information governance, security and AI governance requirements before it has been used with live personal data. 

The council does not use these technologies to make solely automated decisions about individuals. Any important decisions remain the responsibility of council officers.

Our legal reasons for processing (using) your data 

The council will normally process information collected through recording and transcription under Article 6(1)(e) of the UK GDPR, where processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority. 

Where a meeting may involve the use of special category data for example discussions around health related information, the council relies on the following lawful bases for processing special category data: 

• Article 9 (2) (g) of the UK GDPR: Processing is necessary for reasons of substantial public interest
• Article 9 (2) (h) of the UK GDPR: Processing is necessary for the provision of health or social care 

Other laws that apply to our services 

The council's use of recording, transcription and AI-assisted meeting tools is governed by legislation including: 

• UK General Data Protection Regulation (UK GDPR)
• Data Protection Act 2018
• Human Rights Act 1998
• Freedom of Information Act 2000
• Other legislation relevant to the service being delivered. 

The council also operates internal policies and governance arrangements covering the use of recording, transcription and AI technologies. 

Who we share your information with 

We only share recordings, transcripts and meeting records where there is a legitimate reason to do so. 

Depending on the purpose of the meeting, information may be shared with: 

• council staff
• councillors
• partner organisations working with the council
• approved suppliers who provide technology or support services
• regulatory, safeguarding, audit or law enforcement bodies where required by law.

Access to recordings, transcripts and AI-generated outputs is restricted to people who need access for their work. 

How we store your data 

Recordings, transcripts and related meeting information are stored in council approved systems, including Microsoft 365. 

Where Microsoft Teams is used, recordings and transcripts are stored within the Microsoft 365 environment. Where approved AI tools are used, information is stored and managed in accordance with the council's security and information governance requirements. 

We keep your information secure and only allow authorised staff to access it where necessary for their work. 

We keep recordings, transcripts and AI-generated meeting notes only for as long as they are needed. Transcripts will be deleted once the final meeting notes, minutes or business records have been produced. Recordings used for training or awareness purposes may be kept for longer periods.  

To find out how long we keep your data check our main privacy notice and retention schedule. 

Your individual rights

You have rights over your personal data, including the right to request access to information we hold about you, and in some circumstances to request correction, restriction or objection to processing.

For more information about your rights, see our main privacy notice and the page about your individual rights.  

Complaints

If you are unhappy with how we use your data please see the council’s main privacy notice to find out how to make a complaint with the council or the Information Commissioner's Office (ICO).