Privacy notices for virtual facilitation

Under the General Data Protection Regulations (GDPR) and the Data Protection Act 2018, you need to inform participants of virtual sessions about any personal identifiable data you may be taking away from your event.

We’ve put together two basic privacy notices that you can use, either in advance of your event or at the start of the session…

Verbal version

At [organisation] we want all our training events to be inclusive and safe environments, where all participants can share their experiences and learn together.

We will record some elements of this training session for [training and monitoring purposes/marketing purposes].

Under the Data Protection Act 2018 we believe this to be a legitimate interest. I’ll let you know when I am recording or taking a screenshot. If you’d prefer not to be recorded, you can just let me know and turn off your camera.

After this session, we’ll store any personal data for [insert duration] using secure [cloud storage/servers], after which it will be removed.

If at any time you wish to access this data, in line with your rights under data protection law, please let us know.

Written version

At [organisation]we want all our training events to be inclusive and safe environments, where all participants can share their experiences and learn together.

We will be using Zoom to deliver your remote training. You may wish to review their legal and privacy statements before training commences.

We may record some elements of your training session for [training and monitoring purposes/marketing purposes].

Under the Data Protection Act 2018 and the General Data Protection Regulations 2016 Article 6, our lawful basis for doing so is 6(f) – Legitimate interest.

Your trainer will let you know when recording and/or image capture will be taking place. If you would prefer not to be recorded, please turn off your camera and let your trainer know.

Any personal data shared with [organisation] during your training will be kept in line with our privacy notice. Any images will be stored for [time duration] using secure digital storage, based in [insert country]. After this period, it will be removed.

If you wish to access this data, in line with your rights under data protection law, please let contact us via [contact details].

Contact us to discuss designing, developing and delivering your virtual events