Privacy Notice
Recording and Transcription of Microsoft Teams Meeting
This privacy notice explains how Centene manages and protects your personal data obtained during the recording or transcription of Microsoft Teams meetings. It outlines the procedures for processing, storing, and sharing information gathered in meetings, and details the measures taken to safeguard your privacy. Whether you are an employee or an external participant, this document provides clarity on what data is collected, why it is processed, and how long it is retained, ensuring transparency and compliance with applicable privacy and security requirements.
Whose personal data do we process?
When a Microsoft Teams meeting is recorded and transcribed, we will process the personal data of the individuals in attendance that have consent to the transcription or recording function during that meeting. This may include:
- Employees
- External participants
What type of personal data do we process?
When you attend a Microsoft Teams meeting that is recorded or transcribed, the
personal data we process may include:
- Your name / username
- Your photograph (if you have one associated with your MS Teams profile)
- Your email address
- Your participation in the meeting, including video/background images/audio/chat/reactions
The meeting organizer will initiate a consent option for participants to accept or decline prior to starting the transcription or recording function for the meeting. Participants must provide their consent before they are able to unmute themselves or enable their video, thereby ensuring adherence to two-party consent laws. Attendees who do not provide consent will be limited to listen-only mode during transcription, and their camera functionality will be disabled.
Why do we process personal data?
Centene may require the recording or transcription of a Microsoft Teams meeting to ensure proper documentation for minutes or future reference and distribution.
Where do we get your personal data from?
Personal data processed during a Microsoft Teams meeting recording or transcription pertains to attendees, reflecting their participation and attendance, provided they have given consent.
Who do we share your personal data with?
Microsoft Teams recordings or transcriptions may only be shared with Centene employees or business partners for legitimate business purposes.
How are the recordings and transcripts held and for how long?
Microsoft Teams recording and transcripts will be stored in accordance with Centene’s data retention policies:
- Default Retention: Transcripts are retained for 90 days unless subject to a legal hold.
- Storage Location: Transcripts are stored securely within Centene’s managed Microsoft 365 tenant under Centene’s enterprise data protection controls.
- Deletion: After the retention period, transcripts are permanently deleted unless otherwise required by law.