Privacy Policy

Last updated: 28 September 2026

1. Who we are

Audiominutes is a public webcasting service provided by Comquat Ltd ("we", "us", "our"), a company registered in England and Wales (company no. 08437490). We are the data controller for personal data processed through this website and, where applicable, a data processor acting on behalf of our clients (typically local authorities and councils) for meeting recordings.

2. What this policy covers

This policy explains how we handle personal data collected through the Audiominutes website (www.audiominutes.com) and our webcasting service. We process personal data in accordance with the UK GDPR and the Data Protection Act 2018.

3. Information we collect

Contact details you provide when you enquire, request a quote, or become a client, such as your name, organisation, email address and phone number.

Webcast content: audio and video recordings of public meetings we stream and archive on behalf of client authorities. These may capture the voices and, for video, images of meeting participants.

Technical data: limited information collected automatically when you use the site, such as IP address, browser type and pages viewed, used to keep the service secure and working.

4. How we use your information

We use your information to respond to enquiries and provide quotes; to deliver, host and archive the webcasting service our clients pay for; to operate, secure and improve our website and service; and to meet legal, accounting and regulatory obligations.

5. Lawful basis for processing

We rely on legitimate interests (to run and promote our service and respond to enquiries), contract (to provide services to clients), and legal obligation (for example, keeping financial records). Public meeting recordings are processed on behalf of the relevant authority, which determines the lawful basis for making those meetings public.

6. Sharing your information

We do not sell your personal data. We share it only where necessary with service providers that help us operate our hosting and streaming infrastructure, and where we publish links to your content management system at your request. All such providers are bound to protect your data and use it only for the purposes we specify. We may also disclose data where required by law.

7. How long we keep it

We keep enquiry and client data for as long as needed to provide our service and to meet legal obligations, after which it is deleted or anonymised. Meeting recordings are hosted for the duration of our agreement with the client authority, for at least the minimum period stated in your plan, and are retained until that authority asks us to remove them. Each authority remains responsible for its own retention policy and for telling us when a recording should be deleted; we will action deletion requests from the authority promptly.

8. Your rights

Under UK data protection law you have the right to access your personal data, to have it corrected or erased, to restrict or object to its processing, and to data portability. To exercise any of these rights, contact us using the details below. For personal data within a public meeting recording, please contact the relevant authority, as they control that content.

9. Cookies

Our website uses only essential cookies needed for it to function. You can control cookies through your browser settings.

10. Data security

We use appropriate technical and organisational measures, including real-time data verification and back-up, to protect personal data against loss, misuse or unauthorised access.

11. Contact and complaints

Questions about this policy or your data can be sent to hello@audiominutes.com or +44 (0) 1223 944305. If you are not satisfied with our response, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk (opens in a new tab).

12. YouTube

Audiominutes uses YouTube API Services. An authority can connect its YouTube channel to Audiominutes, and then choose, meeting by meeting, to stream the meeting live to that channel, to upload the recording there with its agenda chapters, or both. When a meeting has been streamed live to YouTube, we make that live video private once the edited recording is uploaded.

To do this we store the access Google grants us to the channel, the channel's name and ID, and the IDs and settings of the live streams and videos we create on it. We use them only for the purposes above, and we do not read or change anything else on the channel. When an authority chooses YouTube for a meeting, we send that meeting's stream and recording to YouTube, which publishes them under the YouTube Terms of Service (opens in a new tab). Google's use of that information is described in the Google Privacy Policy (opens in a new tab). We do not share this information with anyone else beyond the service providers described in section 6, and we do not sell it.

An authority can disconnect its channel in Audiominutes at any time. You can also remove our access to a channel through Google's security settings at security.google.com/settings/security/permissions (opens in a new tab). When access is removed, we delete what we stored about that channel within 30 days. You can also ask us to delete it, using the details in section 11, and we will do so within 7 days. Videos already on the channel stay there, under the channel's control.

13. Changes to this policy

We may update this policy from time to time. Any changes will be posted on this page with a revised "last updated" date.