Recording of Meetings and Use of AI Assistants in Meetings Policy

Last updated: 29 April 2025

1. Recording policy

1.1 Consent requirement

Recording of any online Wolsey Hall Oxford meetings, sessions, or communications, including but not limited to video calls and audio calls, is prohibited without the explicit prior consent of all individuals present.

1.2 Consent procedure

  • Explicit consent must be obtained in writing or through a verifiable electronic method before any recording takes place.
  • All participants must be informed of the purpose, duration, and usage of the recording.

1.3 Privacy and confidentiality

  • Any recording without the required consent is considered a breach of privacy and confidentiality and may result in disciplinary action, including but not limited to suspension or termination of access to our services.
  • Unauthorised recordings will be subject to immediate deletion and may be reported to relevant authorities as needed.

1.4 Usage of authorised recordings

  • Recordings made with the consent of all participants are to be used solely for educational purposes and must comply with the institution's privacy policies.
  • These recordings shall not be distributed, shared, or published without additional consent from all recorded parties, except as required by law or institutional policy.
  • Uploading or sharing recorded content on public platforms, messaging apps, or third-party services (e.g., Discord, WhatsApp, YouTube) is prohibited.

1.5 Participant rights

  • Participants have the right to withdraw consent for recording at any time.
  • In such cases, the recording must be stopped immediately, and any existing recorded material must be deleted unless otherwise agreed upon by all parties.

1.6 Retention

  • Any approved recordings must be stored securely and deleted as soon as they are no longer required.
  • Recordings will be retained only for the minimum period necessary to fulfil their intended purpose, in compliance with applicable laws, including UK GDPR and data protection regulations.

1.7 Enforcement

  • Any violations of this Recording Policy will be taken seriously and addressed promptly in accordance with our disciplinary procedures. Additionally, all breaches will be assessed for legal implications under UK GDPR, data protection and privacy laws.
  • Wolsey Hall Oxford team members and customers are encouraged to report any unauthorised recording activities to Wolsey Hall's administration immediately by contacting dataprivacy@wolseyhalloxford.org.uk

2. Policy on use of AI assistants 

2.1 Disclosure and consent

  • The use of AI (Artificial Intelligence) assistants during any online Wolsey Hall meetings, sessions, or communications must be disclosed to all participants beforehand.
  • Explicit prior consent must be obtained from all participants for the use of AI assistants.

2.2 Purpose and functionality

  • Participants must be informed about the specific purposes for which the AI assistant will be used, including but not limited to notetaking, transcription, or providing 
    supplementary information.
  • The functionalities of the AI assistant and how it will interact with the session must be clearly communicated to all participants.

2.3 Privacy and data security

  • Any data collected or processed by AI assistants must comply with Wolsey Hall’s privacy policies and data security standards.
  • Any AI-generated content must be reviewed for accuracy and compliance before distribution.
  • Participants must be assured that their personal information and session content will be protected and not misused.

2.4 Limitations and boundaries

  • AI assistants should be used as a supplementary tool and not as a replacement for direct human interaction and instruction.
  • The use of AI assistants must not disrupt the flow or quality of the session.

2.5 Participant rights

  • Participants have the right to opt out of the use of AI assistants at any time without any negative consequences.
  • If any participant withdraws consent, the AI assistant must be immediately deactivated for the remainder of the session.

2.6 Sensitive data

  • AI tools must not store, process, or share any personal, confidential, or sensitive data discussed in the meeting.
  • Entering confidential or sensitive information (e.g., student data, HR information, legal discussions) into AI tools that process data externally, such as Chat GPT, Microsoft Copilot, Grammarly, Gemini etc. is prohibited, as users may not have visibility into how AI providers store, process or retain data.

2.7 Enforcement

  • Any misuse of AI assistants or violations of this policy will be addressed promptly in accordance with our disciplinary procedures. Additionally, this misuse will be assessed for legal implications under UK GDPR, data protection and privacy laws.
  • Participants are encouraged to report any concerns or incidents related to the use of AI assistants to Wolsey Hall’s administration immediately by contacting 
    dataprivacy@wolseyhalloxford.org.uk

By accepting the Wolsey Hall Terms and Conditions, all families agree to comply with this policy on the Recording of Sessions and Use of AI Assistants and acknowledge that they understand their rights and responsibilities regarding these matters.