Privacy Notice for using Zoom for Teaching

Information about you: how we use it and with whom we share it

The information you provide will be used by the University to provide a video-conferencing service which can be used for virtual and hybrid teaching.

The University uses an external company, Zoom Inc., to provide the service on the University’s behalf.

The University holds information about everyone who uses the University’s Enterprise version of the Zoom service. This information is used to identify your level of access to specific online meetings and recordings held within the system, report on your usage of the system, provide you with support, maintain our IT system, gather feedback, and for strategic planning purposes.

Recordings (where used) and online meetings 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 virtual or hybrid class is associated. 

Recordings and other information from the service may be used within the scope of an investigation under the University’s Code for Student Conduct.

Zoom for staff members

If you are a member of staff, we are using information about you because you have chosen to use Zoom for teaching purposes and are doing so on the basis of the University’s legitimate interests in delivering teaching to students.  If you are the lecturer, you can choose whether to make recordings and online meetings available more widely than this and can control the availability of recordings within a Course.

Members of staff who use Zoom with their students should provide a link to this privacy notice from the course site for the course in which they are using Zoom so that students are aware Zoom is being used and have easy access to this information.

Zoom for students

If you are a student, we are using information about you because it is necessary for the performance of contract, as part of our teaching and learning provision.

Sharing information

Information about you will be shared with Zoom and its sub processors, who process data on behalf of Zoom, to facilitate the service. These include Amazon Web Services, Oracle, Google Firebase, Apple, Rocket Science Group LLC, and Zendesk. Sharing data with Google Firebase/Apple is for notifications on mobile devices only and it is possible to opt-out, and data is only shared with Zendesk if the user chooses to do so.  Detailed information is available on the Zoom Third-Party Subprocessors webpage.

We will hold personal data within recordings unless the relevant lecturer chooses to delete the recording. Other personal data will be held in perpetuity unless either the University ends the contract with Zoom or you request your account is deleted. You can do this by contacting the IS Helpline (details below). Each request will be considered on an individual basis – it may not be possible to opt out of Zoom until the end of your study period if using it is essential to your programme of study.

Transfers outside the United Kingdom

Use of Zoom will include the transfer of personal data to data centres based in the UK/EEA and US and that  Zoom may be required to disclose staff and student personal data to regulatory authorities in these countries without your or your students' consent and without giving you any right to object to this disclosure.

Please be aware that using the University enterprise version of Zoom has an agreed data processing agreement which reduces the number of countries outside of the EU that your data may be stored or moved to and it is recommended you use it rather than a free or other paid for account. With the University’s enterprise version of Zoom, from August 2021, any new recordings will be stored only in the EU. The University will not allow you to store recordings from Zoom on your local device.

Automated decision making

We do not use profiling or automated decision-making processes.  Some processes are semi-automated (such as anti-fraud data matching) but a human decision maker will always be involved before any decision is reached in relation to you.

Further help or information

If you have any questions, please contact IS Helpline.