During our Virtual Open Day we will be using Zoom Webinar and Microsoft Teams to host our live course sessions, where you’ll have the opportunity to interact with our academics from a range of courses in a live Q&A.
How will your data be used and stored from these sessions?
You will need to provide a name and email address when prompted by Zoom to access the session, which will be stored by Zoom in accordance with their GDPR compliance policies.
If your talk is on Teams, you will need to download the microsoft teams app to access these sessions on tablet and mobile. When using a desktop you can select the option to open in your browser rather than through an app or login. On both desktop and mobile you can join as a guest where it will just ask for your name or you can use your email address login. Any of these details will be stored in accordance to their GDPR compliance policies.
This information is only stored by Zoom and Microsoft for the purpose of host reporting, whereby Sheffield Hallam will be able to access data on the following:
- Registration: Displays a list of registrants and their registration details.
- Attendee: Displays details about each attendee.
- Performance: Displays engagement statistics on registration, attendance and feedback.
- Q&A: Displays questions and answers from the webinar.
- Polling: Displays each attendee poll result.
Sheffield Hallam will use the performance category of statistics including registration and attendance figures, but all personal data will be deleted once the Virtual Open Day has ended. Zoom also automatically deletes all data six months after a Zoom Webinar has ended. Microsoft Teams retains your data for the minimum amount of time necessary to deliver the service.
Your personal data will not be shared with any third parties.
Will my personal information be visible during or after the session?
Once the session has been started by the host, you will be placed in a Webinar room where the only visible participants will be the host/co-host(s) - your email address will not be visible to any other participants who are attending the event.
We will also have video and audio turned off for attendees, so you will not appear on camera and your microphone’s audio will be switched off too.
During the session, you will be encouraged to submit any questions for the academics hosting the event, which will be relayed to them by the co-host. These questions and your name will be visible to any other attendees, and so we recommend that you do not use your full name when prompted to allow access to the session.
These sessions will be recorded – only the presenter's view will be visible in the recording, and will not contain any email addresses. If you have contributed a question, then the name you have provided will show, as per the guidance above. These recordings may be uploaded to our YouTube channel and used on our website to allow participants to re-visit content, or for those who missed the sessions on the day.
How do I find out more about how you use my data?
You can find out more information in relation to GDPR compliance by reading the following policies:
