Privacy notice: Recording of student cases meetings and meetings concerning academic misconduct.

“Meetings” includes but is not limited to:

  • meetings between Academic Services staff and students;
  • student meetings with: the Student Disciplinary Officer (or Deputy); the Director of Academic Integrity (or Deputy);Academic Integrity Officers;
  • vivas held under the Academic Misconduct Procedures;
  • Committee of Enquiry meetings related to disciplinary, academic misconduct or fitness to practise matters.

The COVID 19 pandemic has changed the way in which Swansea University works and delivers its services. The ability to record meetings to improve student experience and enable minute takers to fulfil their task or to enable some participants to access a recording of a meeting has become increasingly valuable to students and staff.

The University will be the Data Controller for the personal data processed in connection with the recording of meetings. The University has contractual agreements with third party suppliers such as Zoom and Microsoft for secure and compliant data processing and storage. This covers live meetings and the storage of recordings and chat transcripts on their cloud platform.

Type of data collected

The University may capture the following personal data during a recorded meeting:-

  • Names
  • Personal opinions
  • Representations and comments made by all participants
  • Questions posed and answers to questions provided by all participants
  • Contributions to discussions in general and chat logs
  • Images (where video capture is also being used)


How will it be used and shared?

The purpose of recording meetings is to:

  • Allow the accurate recording of meeting minutes;
  • Maintain a record of the process followed and the evidence given during the open sessions of Committee meetings;
  • To make recordings of meetings available to individuals (including, but not limited to, Committee Panel members and Officers of the University, such as the Student Disciplinary Officer, the Director of Academic Integrity and Academic Integrity Officers) to facilitate investigations carried out in accordance with the University’s Procedures. 
  • In some cases, to independently review or investigate an appeal / complaint that has been brought to the attention of the University or to a Regulatory body.


Lawful basis for collecting this data

Under data protection law, GDPR Article 6(1), the University has a number of lawful bases that allow us to collect and process personal information. The University will rely on Article 6(1)(e) processing is necessary for the performance of a task carried out in the public interest and Article 6(1)(f) for the purposes of legitimate interests. This applies when the data processing is not required by law but is of a clear benefit to the organisation or the individual, there is limited privacy impact on you as the individual and we think you would reasonably expect us to use the personal data in the way that we wish to

Data retention and storage

The University will only retain personal data for as long as necessary to fulfil the purpose it is collected for, for the purpose of satisfying any legal, accounting or reporting requirements.

Wherever possible, your personal data will be processed within the UK. In some circumstances, it might be necessary to transfer your personal data outside of the UK – for example where we use third party supplier to process data on our behalf. In the event of an international transfer of data, appropriate safeguards will be implemented and processing will be based on documented instructions of Swansea University.

Your rights

Data protection legislation provides individuals with a number of different rights in relation to their data. For further details on your rights please see: 


If you are unhappy with the way in which your personal information has been processed you may in the first instance contact the University Data Protection Officer at

If you remain dissatisfied then you have the right to apply directly to the Information Commissioner for a decision. The Information Commissioner can be contacted at: -

Information Commissioner’s Office,

Wycliffe House,

Water Lane,




Further information in relation to the processing of student and staff personal data can be found via the following privacy notices:-

Student Privacy Notice - Swansea University

Staff Privacy Notice - Swansea University