ATS Video Conference Recording Rules
ATS is committed to compliance with all applicable data protection laws, including but not limited to, the EU General Data Protection Regulation (GDPR). Adherence to data privacy is especially important when working remotely or attending meetings via video conference. Therefore, all video conference attendees, including all ATS employees, must adhere to the ATS Video Conference Recording Rules listed below whether hosting or attending a video conference. It is the responsibility of the meeting host to inform all attendees in the meeting invitation or, at the latest, directly at the beginning of the meeting, if the meeting will be recorded or transcribed. If any attendee has an objection to being recorded, please consult the ATS Video Conference Recording Rules for guidance or contact privacy@atsautomation.com.
It is the responsibility of the meeting host to inform all attendees whether or not the meeting will be recorded and/or transcribed. The following rules must be applied:
1. Only the meeting host may record or transcribe the meeting.
2. Attendees must inform the host prior to the meeting if they do not want to be recorded or Transcribed.
3. Meetings may only be recorded or transcribed if there is a legitimate legal or business purpose for doing so.
4. Meetings may not be recorded or transcribed if any attendee objects unless there is a legitimate business or legal purpose for the recording. In such cases those that do not want to be recorded or transcribed may choose to stay muted, turn off their video camera, and/or join the meeting without offering any input.
In such cases those that do not want to be recorded may choose to stay muted and/or to turn off their video camera.
5. At the start of the meeting, the host must state whether or not the meeting is being recorded or transcribed and the purpose for the recording and transcription.
6. The host must state where the recording will be stored, how long it will be stored, and who will have access to the recording.
7. The host is responsible for destroying the recording or transcription once it is no longer needed for the purpose for which it was recorded or transcribed.
8. Neither the host nor the attendees are allowed to take screenshots that capture attendee images or personal data without the express consent of all those attending.
9. If attendees do not want their personal environments captured, please use the background effects capabilities.
10. It is not mandatory to turn on your camera during a video conference. It is your decision.
11. Please keep in mind that the transcription function within Microsoft Teams, our preferred video conferencing platform, uses AI technology. Do not include any unnecessary personal data in the video conference and reduce it to a bare minimum wherever possible. The meeting host should review the transcript before sharing it, to ensure any included personal data is absolutely necessary. Any personal data that is not necessary for the specific purpose for which it was collected must be deleted. Personal data may not be used for any secondary purposes, including AI development or training.
