ZOOM MEETING RECORDINGS POLICY

Prospering Practices (PP) takes your privacy seriously and complies with Article 5 of the General Data Protection Regulation (GDPR).

The data controller and host is Sarah Johnson. The host is responsible for the data under GDPR if the meeting is recorded on PP servers.

Online meetings are held on Zoom. Zoom is therefore the data processor.

Zoom complies with all applicable privacy laws, rules, and regulations in the jurisdictions in which it operates, including the GDPR.

Why is PP recording meetings and who can access the recordings?

Basic Question Times will be recorded for two purposes:

  1. So the meeting can be watched back by attendees afterwards
  2. So that PP members who did not attend the session can watch it afterwards (free of charge for all members)

Monthly Training and Ad-hoc Expert Workshops will be recorded for four purposes:

  1. So the meeting can be watched back by attendees afterwards (a fee may be charged for this, depending on membership level)
  2. So that PP members who did not attend the session can watch the session afterwards (a fee may be charged for this, depending on membership level)
  3. So that non PP members can watch the session afterwards (a fee will usually be charged for this)
  4. Small sections of the recordings may be used for marketing purposes.

NB: Recordings will sometimes be edited in order to improve the quality of the session.

2. How will your data be held?

Recorded meetings will be held either in the Cloud or on the data controller’s laptop. These will be secured with passwords only known by the data controller. These recordings will be held securely and only accessed by Sarah Johnson or the PP Marketing Systems Specialist. Other platforms will then be involved however in order to edit, make public and market the material eg social media, WeVideo, Vimeo and MemberVault or similar GDPR compliant platforms.

Recordings will not be held for any longer than necessary.

Please note that every meeting participant has a right to access, rectify or erase the data held about them.

3. Your consent

At the start of any recorded meeting, Sarah Johnson will ask for your verbal consent, the raising of a hand or other such indication that you are familiar with the PP policy around Zoom recordings and that you consent to be part of that recording.

4. The safety/privacy precautions you may wish to take

Please note that as a Zoom user yourself, you can adjust the cookie settings which will limit Zoom’s own advertising and functionality cookie settings. Basically, first time Zoom users will see a popup for cookie settings when they first visit the Zoom link, they should click on “Cookie Settings” and adjust cookie settings accordingly (probably to “Required Cookies” only); existing Zoom users can change their cookie settings by clicking on the “Cookie Preferences” link from the Zoom website.

Other attendees and anyone who watches the session subsequently will be able to see you, your surroundings, anything you share or display, your name and they will be able to hear you if you speak. You are welcome to keep your camera turned off or you may decide to use a virtual background.

Recorded meetings of course are in no way a confidential space, so please be mindful of this. If there is something you want or need to discuss privately, please do this outside of this setting.

Last updated: 31st July 2025