Privacy Notice:

RECORDING AND TRANSCRIBING OF MICROSOFT TEAMS USING FIREFLIES.AI 

1. INTRODUCTION

1.1  The West Group of Companies (The West Group Limited, Southbourne Rubber Company Limited and AEP Compressed Air Technologies Limited) (hereafter referred to as “we”, “our”,  “Group”) is committed to protecting the privacy and security of your personal information in accordance with the retained EU law version of the General Data Protection Regulation ((EU) 2016/679) (UK GDPR) and the Data Protection Act 2018 (DPA 2018) (together these make up the UK Data Protection Laws).   

2. SCOPE

2.1   This privacy notice relates specifically to personal data captured and processed by Fireflies a.i. (“Fireflies”). Fireflies is an advanced AI-powered platform specifically designed to record, transcribe, and analyse voice conversations from Microsoft Teams meetings.   

2.2   We have chosen to utilise Fireflies to record and transcribe our Microsoft Teams meetings. This tool will automatically capture audio, generate detailed transcripts, and provide summaries of discussions within the Microsoft Team Meeting.

2.3   We shall act as a Data Controller of your personal data and Fireflies shall act as the Data Processor.  

3. THE DATA WE COLLECT ABOUT YOU  

3.1   Personal information can be anything that identifies and relates to a living person. This can include information that when linked with other information, allows a person to be uniquely identified. For example, this could be your name and contact details. The UK Data Protection Laws treats some types of personal information as ‘special’ because the information requires more protection due to its sensitivity.  

3.2   The following personal data will be collected: ·        

- User content: Transcription, Summaries, Audio and video recordings, AskFred chats, Soundbites, and any derivatives of such. 

- User metadata: Calendar metadata, meeting participants' emails, and names, usage logs, user settings/configuration.  

4. HOW WE USE YOUR DATA

4.1   We will use your personal data for the purpose for which we collected it. The main purpose of implementing Fireflies across our company is to:   

- maintain accurate records.

- enhance productivity. 

- enhance collaboration.  

5. LEGAL BASIS FOR PROCESSING  

5.1   It is in our legitimate interest to ensure:  

- Accurate Documentation: Fireflies ensures that all discussions are documented, providing a reliable reference for future decision-making and accountability.

- Enhanced Productivity: Fireflies provides accurate transcriptions and summaries of Team Meetings, therefore allowing team members to focus on the discussion rather than minutes.

- Enhanced Collaboration: Fireflies provides accurate transcriptions and summaries of Team Meetings, in which can be shared with the participants for future reference and follow-up.  

6. INFORMATION SHARING/RECIPIENTS    

6.1   We may share personal information about you with the following organisations:   

- Fireflies and its sub-processors: Your personal data will be shared with Fireflies. Fireflies.ai will utilise external sub-processors for certain processing activities. For further information on these sub-processors, please contact the Data Protection Officer.

- Other departments within the Group: Your personal data may be shared with our employees within the relevant departments of the company.   

6.2   We will keep your data secure:

6.2.1  We have implemented appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. For further information on the measures, we have taken to protect your personal data, please contact the Data Protection Officer.

6.2.2  As part of our due diligence on Fireflies, we have satisfied ourselves that its security measures are GDPR compliant, SOC 2 compliant and HIPPA compliant. Further IT security details can be found at PolicyFireflies.ai Security

7. HOW LONG WILL WE KEEP YOUR DATA  

7.1   We will only keep your personal information for as long as the law specifies or where the law does not specify this, for the length of time determined by our business requirements.  

7.2   All data collected by Fireflies is securely stored and encrypted and retained for at least 12 months. Once data has been deleted, it is permanently gone and irrevocable.  

8. INTERNATIONAL TRANSFERS  

8.1   In regard to the personal data shared with Fireflies, your data is stored and processed in Fireflies' secure cloud infrastructure in the United States.  

9. RELEVANT POLICIES  

9.1 Fireflies a.i privacy policy can be found at: Fireflies.aiPrivacy Policy

10. YOUR LEGAL RIGHTS

10.1  Under certain circumstances, you have rights under data protection laws in relation to your personal data including the right to reject to this processing, receive a copy of the personal data we hold about you and the right to make a complaint at any time to the Information Commissioner's Office, the UK regulator for data protection issues (www.ico.org.uk).    

11. FURTHER DETAILS

11.1   If you are looking for more information on how we process your personal data including on data security, data retention and lawful processing bases, please contact the Data Protection Officer at DPO@westgroup.co.uk.

11.2  Any changes to this privacy notice will be communicated to you promptly.