This statement contains information about how QBE Insurance Group Limited and its affiliates collect, use and disclose your personal data when you participate in a QBE hosted Microsoft Teams meeting which is recorded and/or transcribed.
Recording and transcription in online meetings
Microsoft Teams is an online service providing a range of features, including video and audio calling, instant messaging and file sharing, used to facilitate communication and collaboration within QBE and with external participants.
During a video or audio call, organisers or (in some cases) QBE participants may enable features that allow a recording or transcript of the call to be generated, which may be retained afterwards.
Participants will be notified that the recording or transcript feature is turned on by a pop-up message indicating that recording and/or transcription is in progress. By providing an affirmative action to the pop-up message and by subsequently choosing to enable your microphone and camera, you acknowledge that your participation will be recorded and/or transcribed.
If you do not wish to be recorded or transcribed in this way you can ask the other participants not to enable recording or transcription. Objections will be considered by the meeting organiser but may not always be accepted, depending on the circumstances of the meeting. Organizers must provide details of the appropriate reasons for recording or transcription in response to any objections. You may choose to keep/turn off your microphone or camera, or leave the meeting at any point, but this may result in you not being able to participate fully in a meeting or event.
Collection and Use of Personal Data
By participating in a meeting QBE may process the following personal data:
- Your name and QBE email address
- Audio recording of your voice
- Video recording of you
- Video recording of information present in your background
- Any comments you make during the meeting
QBE processes your personal data for the following purposes to achieve its legitimate business interests:
- To identify you during the meeting and in transcripts (name and email).
- To allow meeting participants who are unable to join the meeting the opportunity to catch-up by watching the recording at a later time.
- To enable the meeting to be rewatched by participants or watched by other individuals who have an interest in the subject matter of the meeting (e.g., where a training session is recorded and made available for future employees).
- To assist with the creation of minutes of the meeting and follow-up actions, including via the use of M365 Copilot.
- To provide participants with live captioning and translation services, thus enhancing accessibility, particularly for those who are hard of hearing or have a strong preference for visual learning.
- To facilitate leadership communication to the broader organisation (e.g. short video clips providing business and / or event updates).
- To demonstrate appropriate management and governance over operations, as a regulated financial services organisation.
QBE uses various automated and manual mechanisms for logging and monitoring the use of QBE technology: for audit trail purposes, to aid in investigations, for the purpose of troubleshooting, and to identify any unusual or suspicious activity.
Data Retention
By default, QBE retains meeting recordings and transcripts for 60 days. Where necessary for QBE’s legitimate business purposes, a call recording or transcript may be retained for a longer period in accordance with QBE’s internal record retention policies.
Disclosures and Transfers
Call recordings or transcripts may be disclosed to other third parties, such as external meeting attendees or where recorded training is provided to a third party.
QBE is a global organisation and may transfer personal data to parts of its business located in another country. Teams recording and transcript files are by default stored in QBE’s Microsoft online storage in the United States. QBE has a Data Protection agreement with Microsoft that includes EU and UK Standard Contractual Clauses.
Further information
For more information about how your personal data is used by QBE, your rights to request access, correction or deletion of your personal data, and how QBE will handle a complaint, please see the relevant QBE website Privacy Policy (for external participants) or the relevant employee privacy notice, as well as the Microsoft Privacy Statement.
If you have a question or complaint about how QBE handles your personal data in meetings, please reach out to the meeting organiser in the first instance. If you have further queries, please write to [email protected]. For individuals based in the UK, EU, New Caledonia or French Polynesia, you can also contact QBE’s Data Protection Officer in the UK & EU at [email protected]. If you are not satisfied with our response, you may lodge a complaint with the relevant supervisory authority.
Microsoft Data Processing
Microsoft Teams is an online platform provided by Microsoft Corporation for and on behalf of QBE. Meeting recordings and transcripts are stored on QBE’s Microsoft 365 tenant, hosted by Microsoft in the United States. Meeting transcripts and live captioning (including translation) are generated by Microsoft’s Online Services. Microsoft uses your personal data only to provide the services agreed with QBE, and for purposes that are compatible with providing those services.
Microsoft does not use QBE's proprietary data – including transcripts or recordings – to train large language models (LLMs), including that used by Copilot. For more information about how Microsoft handles your personal data, please see the Microsoft Privacy Statement and Microsoft’s Trust Center.