National Grid Meeting Data Privacy and Etiquette Guidelines

Privacy Policies

National Grid Internal Privacy Policy: This policy outlines how National Grid collects, uses, and protects personal data within the organisation. It ensures compliance with data protection laws and provides guidelines for employees on handling personal information. Read the Internal Privacy Policy (viewable by internal attendees only).

National Grid External Privacy Notice: The external privacy notice details how National Grid manages personal data collected from customers and external stakeholders. It explains the rights of individuals regarding their data and how it is used in compliance with applicable laws.

Read the UK External Privacy Notice

Read the US External Privacy Notice

Microsoft Privacy Statement: This statement provides information on how Microsoft collects, uses, and protects personal data when using its services, including Microsoft Teams. It outlines user rights and the measures taken to ensure data security and privacy. Read the Microsoft Privacy Statement

AI-Generated Meeting Summaries: An AI meeting recap service may be used to generate meeting summaries. These summaries are created from recordings and/or transcriptions and are intended to provide an overview of meeting discussions. It is important to note that AI-generated summaries may contain inaccuracies. Therefore, the information generated must be verified for accuracy before sharing with others.

AI-Generated Meeting Summaries Disclaimer: If you would like an AI-generated summary of your call, please ensure the following:

  • Obtain prior consent from all participants before recording or transcribing the call.
  • Ensure that recordings and summaries are only shared with those who participated in the call unless all participants have given their consent for wider distribution.
  • Take particular care to prevent recordings and summaries from becoming public unless (1.) expressly agreed by all relevant parties and (2.) the recordings and summaries may be appropriately classified as “public” in accordance with National Grid’s Data Classification System. (Viewable by internal attendees only. For ease of reference to external attendees, “Public” is defined as “Data that if compromised would have no or very limited impact on National Grid.”)
     

For more information on Microsoft’s AI services and their privacy considerations, please refer to the following resources:

Meeting Etiquette

High-Level Summary of Etiquette

  • Prepare an agenda and share it in advance.
  • Join meetings on time and be respectful of others' time.
  • Mute your microphone when not speaking to minimize background noise.
  • Encourage participation and respect diverse opinions.
  • Consider data privacy and corporate confidentiality when sharing information.
     

For a detailed guide on meeting etiquette, please refer to the full etiquette document (viewable by internal attendees only).

Recording Guidelines

When recording meetings, please adhere to the following best practices:

  • Obtain Prior Consent: Always obtain consent from all participants before recording or transcribing the meeting.
  • Limit Sharing: Ensure that recordings and transcriptions are only shared with those who participated in the meeting unless all participants have agreed to wider distribution.
  • Confidential Information: Meetings should not be recorded or transcribed if they contain confidential or commercially sensitive information, or legally privileged advice.
  • Data Security: Consider the storage, access, and security of recordings and transcriptions. By default, recordings and transcriptions are stored in the National Grid SharePoint or OneDrive platforms.
  • Public Disclosure: Take care to prevent recordings from becoming public unless expressly agreed by all relevant parties, and aligned with National Grid’s Data Classification System (see above).

Contact Information: If you have any questions or concerns regarding this statement or our data privacy practices, please contact our Data Privacy Team at [email protected].