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Privacy Notice – Microsoft 365

Organisation Privacy Statement

Microsoft 365 Services

Last updated: 1 January 2026

1. Who we are

Framework Housing Association is the data controller for personal data processed through Microsoft 365 services provided to our users and to individuals who participate in meetings, webinars, and events hosted by our organisation.

Registered address:
Val Roberts House
25 Gregory Boulevard
Nottingham
NG7 6NX

Contact email: dpo@frameworkha.org
Telephone: 0115 841 7711

Data Protection Officer:
Simon Kane

2. Scope of this privacy statement

This privacy statement explains how Framework Housing Association processes personal data when individuals interact with us using Microsoft 365 services, including but not limited to:

  • Microsoft Teams (meetings, webinars, town halls, chat)
  • Event registration pages and email communications
  • Audio, video, recordings, transcripts, and meeting artefacts
  • Related collaboration and communication services

This notice applies to employees, partners, external guests, and anonymous participants, where access is permitted.

3. Personal data we process

Depending on how you engage with our Microsoft 365 services, we may process the following categories of personal data:

  • Identity and contact details, such as name, email address, job title, and organisation
  • Event and participation information, including registration details, attendance status, and join/leave times
  • Communications content, such as chat messages, Q&A submissions, poll responses, and reactions
  • Audio and video content, where microphones or cameras are enabled
  • Recordings and transcripts, where recording and transcription features are used
  • Technical and usage data required to deliver services securely and reliably

4. Purposes of processing

We process personal data for the following purposes:

  • To provide and administer Microsoft 365 services
  • To organise, manage, and deliver meetings, webinars, and events
  • To enable communication and collaboration
  • To manage identity, access, security, and service continuity
  • To record sessions and share materials where this is communicated in advance
  • To comply with legal, regulatory, and contractual obligations

5. Lawful bases for processing

Under the UK General Data Protection Regulation (UK GDPR), our lawful bases for processing may include:

  • Contract – where processing is necessary to provide a service you have registered for or use
  • Legitimate interests – to operate, secure, monitor, and improve our services, where such interests are not overridden by your rights and freedoms
  • Consent – where required, for example for specific communications or identifiable recordings
  • Legal obligation – where processing is required to meet applicable legal or regulatory requirements

6. Recordings and content capture

Where meetings, webinars, or events are recorded:

  • Participants will be clearly notified within the Microsoft Teams interface
  • Recordings may include audio, video, participant names, chat messages, and shared content
  • Recordings are used only for the purposes stated at or before the time of recording

Participants can manage their level of participation, including keeping cameras and microphones switched off where appropriate.

7. Data location and transfers

Personal data processed through Framework Housing Association’s Microsoft 365 tenant is:

  • Processed and stored exclusively within the United Kingdom
  • Not transferred, stored, or accessed outside the UK
  • Not subject to international data transfers

Microsoft 365 services are configured to ensure UK‑only data residency and handling.

8. Data sharing

We share personal data only where necessary and proportionate, including with:

  • Microsoft, as our contracted data processor providing Microsoft 365 services
  • Authorised service providers or delivery partners, where required to support our services and subject to contractual confidentiality obligations
  • Regulators or public authorities, where disclosure is required by law

We do not sell personal data or share it for unrelated commercial purposes.

9. Data retention

Personal data is retained only for as long as necessary for the purposes described in this notice, including:

  • Administration of meetings and events
  • Operational, audit, and security requirements
  • Legal and regulatory compliance

Retention periods are determined in accordance with Framework Housing Association’s data retention policies and are reviewed regularly.

10. Your rights

Individuals have rights under UK data protection law, including the right to:

  • Access their personal data
  • Request correction or deletion
  • Restrict or object to processing
  • Withdraw consent where processing is based on consent
  • Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise these rights, please contact dpo@frameworkha.org.

You may also contact the ICO directly at:
https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113

11. Security

Framework Housing Association implements appropriate technical and organisational measures to protect personal data, including access controls, logging, and encryption as provided by Microsoft 365 services.

12. Automated decision‑making

We do not use automated decision‑making or profiling within Microsoft 365 services that produces legal or similarly significant effects on individuals.

13. Changes to this privacy statement

We may update this privacy statement from time to time. The current version will always be available via our Microsoft 365 services and published webpage.