Audio Recording of Meetings – Statement of Practice
Parish Council meetings may be audio recorded to assist with the accurate preparation of minutes. These recordings are not published online and are retained only until the minutes have been formally approved.
The decision not to publish recordings reflects several considerations:
- ⚖️ Legal and data protection risks: Recordings may capture sensitive personal data, third-party comments, or unintended disclosures that are difficult to redact or control once published.
- 📝 Status of recordings: Audio files are working aids for minute preparation, not formal records. The approved minutes remain the legally recognised and signed account of the meeting.
- 🔄 Risk of misinterpretation: Without full context or accompanying documentation, recordings may be misused, misquoted, or taken out of context.
- 🛡️ Safeguarding and accessibility: Publishing recordings could inadvertently expose vulnerable individuals or breach accessibility standards.
- ⚙️ Technical limitations: Due to the complexities involved, the Council is not able to transcribe or add captions to audio files. Publishing without these features would breach accessibility obligations under the Equality Act 2010 and the Public Sector Bodies (Websites and Mobile Applications) Accessibility Regulations 2018.
Once the minutes from the meeting are formally approved, the corresponding audio recording is permanently deleted in line with the Council’s data retention policy and Standing Order 12 (f).
Please note Standing Order 12 (f) –
Subject to the publication of draft minutes in accordance with standing order 12(e) and standing order 20(a) and following a resolution which confirms the accuracy of the minutes of a meeting, the draft minutes or recordings of the meeting for which approved minutes exist shall be destroyed.
Recording by Members of the Public
In accordance with the Openness of Local Government Bodies Regulations 2014, members of the public may record, film, or photograph meetings of the Parish Council that are open to the public. Recording must be conducted in a manner that does not disrupt proceedings or interfere with the conduct of the meeting.
Recording is not permitted during confidential items or any part of a meeting from which the public has been excluded under the Public Bodies (Admission to Meetings) Act 1960. The Council reserves the right to intervene if recording risks breaching data protection legislation, safeguarding protocols, or the rights of other attendees.
Recording by Councillors
In accordance with the Openness of Local Government Bodies Regulations 2014, councillors may record, film, or photograph meetings that are open to the public. Any such recording must be conducted in a manner that does not disrupt proceedings and must comply with the Council’s Code of Conduct.
Councillors must not record confidential items or any part of a meeting from which the public has been excluded under the Public Bodies (Admission to Meetings) Act 1960. Any recording that captures personal data, sensitive information, or private conversations may be subject to data protection legislation. Councillors are personally responsible for ensuring compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 when handling or sharing recordings.
