Privacy & Security Policy for Virtual Meetings

Last updated: October 21st, 2025

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The University Center of Lake County (UCLC) uses Microsoft Teams to host virtual meetings and events with university partners, vendors, governing bodies, and other stakeholders.

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Meeting Recordings and Participation

• Some meetings may be recorded for internal documentation purposes, including governance meetings and select partner sessions.

• When a recording is in progress, participants will be notified at the start of the meeting via Teams’ built-in alert system.

• Participation in a recorded meeting implies consent to being recorded.

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Information We May Collect

• Depending on the nature of the meeting, the following data may be collected and stored:

• Names and email addresses of participants

• Meeting chat messages or shared content

• Audio/video recordings and transcripts

• Attendance and participation logs

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This information is typically retained by the meeting organizer in accordance with UCLC’s internal documentation practices and Microsoft Teams' default settings (e.g., recordings saved to OneDrive or SharePoint).

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Data Usage and Access

• Meeting data is used solely for internal purposes, including meeting documentation, record keeping, and reporting.

• Access to recordings and participant data is limited to authorized UCLC staff and board members.

• UCLC does not share meeting data with third parties, except as required by law or contractual obligation.

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Security and Platform

All meetings are hosted on Microsoft Teams, which uses industry-standard encryption and access controls. For more information, see Microsoft Teams Security Documentation.

 

Use of Zoom

In addition to Microsoft Teams, UCLC may occasionally host virtual meetings or webinars using Zoom. Similar privacy and data handling practices apply, including participant notifications for any meeting recordings. Zoom meetings may collect:

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• Participant names and email addresses

• Chat logs and shared content

• Audio/video recordings (if applicable)

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Zoom meeting data is stored in accordance with UCLC’s internal documentation policies and Zoom’s platform settings. For more information, see Zoom Privacy and Security.

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Questions or Concerns

If you have any questions about meeting privacy or data handling, please contact us at:

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• tech_support@ucenter.org

• www.ucenter.org

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