Privacy Statement relating to Media Hopper Replay Information the University will collect about you and the purposes for which it will use this information The University holds information about everyone who uses the Media Hopper Replay 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, provide you with support, maintain our IT system, gather feedback, and for strategic planning purposes. Recordings and live-stream broadcasts (where used) 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 or live-stream broadcasts 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 within the scope of an investigation under the University’s Code for Student Conduct. The University is using information about you in pursuit of its legitimate interests in providing a lecture recording service to its students and staff 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. Retention of personal data within recordings The lecture recording retention policy was changed in 2023, to avoid deleting recordings part-way through an academic year. For recordings made from August 2023, the University will hold the personal data you provide within a recording until the end of the following academic year unless you request their deletion and your interests in deleting them earlier outweigh the University’s in keeping them, or, if you are the lecturer, you choose to transfer the recording to Media Hopper Create, the University’s media asset management service. For this purpose, an academic year shall be taken to run from 1 August to 31 July, and recordings will be deleted during October. For recordings made under the original retention policy, between January 2019 and July 2023, The University will hold the personal data you provide within a recording for up to eighteen months from the date of recording unless you choose to delete it sooner or, if you are the lecturer, you choose to transfer it to Media Hopper Create, the University’s media asset management service. Content deletion in Media Hopper Replay is neither continuous nor automated and during the transition to the new retention policy the service team will delete recordings as follows: Date of recording Deletion date 01 September 2021 to 31 March 2022 October 2023 01 April 2022 to 31 July 2022 February 2024 01 August 2022 to 31 March 2023 October 2024 01 April 2023 to 31 July 2023 February 2025 01 August 2023 to 31 July 2024 October 2025 01 August 2024 to 31 July 2025 October 2026 Further queries If you have any questions, please contact: Karen Howie - Head of Digital Learning Applications and Media - Information Services Karen.Howie@ed.ac.uk Continued Privacy Notice The information for individuals the University of Edinburgh collects, shares or processes personal information about, found in the University's general Privacy Notice, also applies. This article was published on 2024-10-08
