Last updated: 29/01/2026

Introduction

This policy explains how Physit Limited records and processes Microsoft Team meetings involving:

  • Internal participants – employees, workers, contractors and system users
  • External participants – business partners, potential partners, suppliers and other external entities.
  • Job applicants – individuals participating in interviews or recruitment-related meetings.

Processing complies with the UK GDPR and the Data Protection Act 2018

Purposes of recording

Recordings may be used for:

  • Documenting discussions and decisions
  • Accuracy of meeting minutes and follow-up actions
  • Training and development of employees
  • Formal record keeping
  • Efficient business administration
  • Contractual and commercial activity
  • Project management
  • Knowledge capture
  • Risk management and dispute resolution
  • Legal, regulatory and compliance obligations
  • Recruitment assessment, interview evaluation and fair hiring processes

Lawful basis of processing

We rely on the UK GDPR Artcile 6 lawful bases:

  • Article 6(1)(f) Legitimate Interests – operational, commercial, governance, safety and efficient administration needs.
  • Article 6(1)(a) Consent – used where appropriate, especially where sensitive information may arise. Consent is voluntary, informed, recorded and can be withdrawn.

Categories of personal data

When attending a Physit Limited meeting via Microsoft Teams, the following data will be collected:

  • Name, email address, job title
  • Video and audio recording (where cameras and microphones are enabled)
  • User generated personal data through discussions
  • Instant messages, reactions and chat content
  • Attendance participation metadata
  • Screenshared content
  • Data associated with Microsoft Entra affiliated organisations

Distinctions between internal and external partners

Internal:

Recordings may contribute to training, development, minute-taking, quality monitoring and formal recordkeeping. Participation may be required for legitimate operational reasons.

External:

Recordings support collaboration, commercial discussions, due diligence and project activity. Participation is optional unless required for contractual or regulatory reasons.

Job applicants:

Recordings support fair assessment, review, decision making, documentation of interview outcomes, and may be used as a formal recruitment record.

Storage location

Recordings are stored securely within the United Kingdom using GDPR‑compliant service providers. No international transfers occur.

Retention

Internal participant recordings

Retained as per the Data Inventory and employee recordkeeping obligations.

External partner recordings

Retained for 60 days

Job interview recordings

Data retention period is set out in the Privacy notice – job applicants

Access controls

Participants may have access to Teams recordings, transcripts and summaries. We may share these internally or externally when appropriate, lawful and necessary.
Within the organisation access is restricted to authorised personnel and must be approved by management.

Sharing

Recordings may be shared with:

  • Meeting participants
  • Internal authorised personnel
  • External parties only when legally justified or when consented

Rights of individuals

Individuals have rights to access, rectification, erasure, restriction, objection, portability and withdrawal of consent where applicable.

Contact

For any data protection queries: info@physit.co.uk