Privacy Notice - Live Stream and Audio Feed of all Public Council Meetings

Test Valley Borough Council live audio streams its public meetings. The purpose of the decision to audio stream is to encourage members of the public who are unable to attend meetings in person to listen to meetings in real time.

Audio streaming of a meeting does not in any way alter the way in which meetings are formally recorded or decisions made. The only formal record of any meeting of the Council will continue to be its Agendas and Minutes and decision records which are required to be published on the Council’s website and retained as detailed in its Retention Schedule.

This privacy notice provides guidance on the way in which webcasting will take place.

  • The meeting page for each public meeting contain a link that enable access to the webcast audio stream in real time.
  • At the commencement of the meeting, the Chairman will remind those present that the meeting is being audio streamed.
  • Members of the public who have requested to speak at the meeting will have been made aware both prior to the meeting, and by the Chairman at the commencement of the meeting, that the meeting is being live streamed.
  • The Chairman has discretion to terminate or suspend the audio webcast if it is their opinion that continuing would disrupt or prejudice the proceedings.
  • Where an item at a Council meeting has a requirement to exclude the public in order to deal with confidential or exempt information, the public will be asked to leave the meeting and the audio streaming will be turned off.
  • Once the meeting has ended, the audio stream will end. The recording of meetings will be available for the public to access after the end of the meetings for a period of 7 years as detailed in the council’s Retention Scheme.
  • The recording will be stored in the Audio Minutes application and by Test Valley Borough Council for a period of 7 years and will then be securely destroyed. Data will not be transferred outside of the EEA.
  • What personal data is collected?
  • Audio recording.
  • Name.
  • IP Address.

Recording of Council meetings is regulated under the Openness of Local Government Bodies Regulations 2014.

The Council is a Data Controller under the General Data Protection Regulation (EU) 2016 and the Data Protection Act 2018 for its own recording.

Further information with regard to your rights can be found on the Test Valley Borough Council website by following the link below. GDPR Privacy Notices for Each Service | Test Valley Borough Council