Academic Policy & Governance

The University holds information about everyone who is associated with a lecture timetabled through CMIS or who uses the Lecture Recording service. This information is used to identify your level of access to specific lecture recordings and associated materials (presentations, Q&A transcripts, quizzes, notes) held within the system, report on your usage of the system, to opt-you out of lecture recordings, provide you with support, maintain our IT system, gather feedback, and for strategic planning purposes.

Recordings containing your image, voice, and any personal opinions you express will be made available to be viewed by students and staff enrolled on the course with which your lecture is associated. If you are the lecturer, you can choose whether to make recordings available more widely than this and can control the availability of recordings within a Course.

Recordings and other information from the service may be used as detailed in the University’s Recording of Teaching Policy.

The University is using information about you in pursuit of its legitimate interests in providing a lecture recording service to its students and staff as detailed in the University’s Recording of Teaching Policy and within the scope of the Privacy Notice relating to Student and Staff data.

The University uses an external company (Echo360 Inc.) to process information about you on the University’s behalf. The University remains responsible for the information and will ensure it is kept securely.

What data is being collected by the Lecture Capture System (Echo360)?

First and last name; Student ID; Moodle Identifiers for Course ID; Course Name; Tutor Name; Tutor staff ID. In addition the following activity and engagement metrics are also recorded: login information; video views; questions and answers viewed and posted; quantity of notes entered; number of engagement activities completed.
Note: not all courses make use of all or any of the engagement activities

Staff responsible for delivering a course will have access to analytics for a class and for an individual student. The data captured can be used to measure a level of engagement based on the student's activity within the system (i.e. number of video/presentation views, number of Q&A viewed and participated in, number of notes taken, interactive activities, polls, quizzes, interactive slides).
Note: there is no obligation for the lecturing staff to make use of interactive components or to perform analytics on the course or individual students

Retention of personal data within recordings

The University will hold the personal data you provide within a recording as detailed in the Recording of Teaching Policy (section 7).

Further queries

If you are unsure about anything within the Privacy Notice, then please contact the University’s Data Protection Officer at dataprotectionofficer@glasgow.ac.uk.

For further information on data protection, please see the University’s webpages and the Information Commissioner’s Office website.

The University of Glasgow will be what’s known as the ‘Data Controller’ of your personal data processed in relation to recordings of sessions on Zoom or Microsoft Teams associated with your courses. This privacy notice will explain how The University of Glasgow will process your personal data.

Why we need it

Where sessions are recorded, we may capture your basic personal data such as your name, profile image, webcam audio and video, and chat messages sent to the whole group in order to make this session available to watch after the event. This means it can be rewatched by participants, but also, crucially, by anyone who was not able to attend live due to technological circumstances outside of their control. The extent of the information captured at any specific session will be under the control of whoever organises it. In addition, technical data associated with your use of the system (IP address, software version, connection type, login name) is recorded to support service delivery. This technical data is stored regardless of whether a session is recorded.  We will only collect data that we need to provide and oversee this service to you.

Legal basis for processing your data

We must have a legal basis for processing all personal data. In this instance, three legal bases apply: Contract, Public Task, and Legitimate Interests.

• Contract – the University has entered into a Student Contract with you to offer the teaching associated with your courses. Recording these sessions means that we do not disadvantage you if you are unable to join a session live.
• Public task – this covers activities undertaken as part of the core functions of the University.
• Legitimate interests – where sessions are not part of your core credit-bearing courses, it is still important that we have a way to make these equitably available to everyone in the same way as described above.

What we do with it and who we share it with

• Personal data associated with participation in live online video classes may traverse global networks and data-centres located both within and outwith the European Economic Area (EEA). All data is encrypted and only accessible to University of Glasgow staff for the purposes outlined above. Recordings may be downloaded and moved to University owned systems in the UK.  Anonymised data is used by system owners as detailed in the relevant privacy statements (Zoom and Microsoft). As a contracted user of these services, the University has withheld consent for the sharing of personal data with third party organisations.

How long do we keep it for?

All technical data (IP address, software version, connection type, login name) associated with recordings will be kept for 12 months. Recordings will be retained as specified in the Lecture Recording Policy.

What are your rights?*

You can request access to the information we process about you at any time. If at any point you believe that the information we process relating to you is incorrect, you can request to see this information and may in some instances request to have it restricted, corrected or, erased. You may also have the right to object to the processing of data and the right to data portability.

If you wish to exercise any of these rights, please submit your request via the webform or contact dp@gla.ac.uk.

*Please note that the ability to exercise these rights will vary and depend on the legal basis on which the processing is being carried out. 

Complaints

If you wish to raise a complaint on how we have handled your personal data, you can contact the University Data Protection Officer who will investigate the matter.

Our Data Protection Officer can be contacted at dataprotectionofficer@glasgow.ac.uk

If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO) https://ico.org.uk/