UgMeet Privacy Notice

1. UgMeet

UgMeet, available at meet.go.ug, is a video conferencing platform provided by NITA-U for secure video and audio meetings. It is offered primarily to Government of Uganda ministries, departments, agencies and local governments, and to other users NITA-U may authorise, as a locally hosted alternative to foreign video conferencing services.

2. What we collect and how we use it

NITA-U collects information provided when you create an account, data generated when you host or join meetings, and technical data needed to operate the service.

2.1 Account data

When you register, we collect:

• First and last name.
• Middle name, where provided.
• Gender.
• Telephone number.
• Email address.
• Your password in securely hashed form; the original password is never visible to NITA-U staff.

This information is necessary to create and administer your account. Without it, an account cannot be created, although you may still join meetings as a guest where the host permits.

2.2 Meeting data

When you host or join a meeting, we may process:

• The display name used in the meeting.
• Meeting identifiers, titles and scheduled times.
• Records of accounts hosting or joining a meeting and their joining and leaving times.
• Audio, video and screen-sharing streams transmitted during the meeting.
• Chat messages and shared files.
• Recordings and transcripts, only where a host activates recording.

Audio and video streams enable the meeting and are not retained unless a host activates recording. The host is responsible for informing participants and lawfully handling the recording.

2.3 Technical data

We automatically process:

• Internet Protocol address and approximate network location.
• Device, browser and operating-system information.
• Connection quality and diagnostic data.
• Sign-in records, session logs and security-event logs.
• Cookies or similar technologies necessary to keep you signed in and operate the service.

2.4 How we use personal data

• Create and administer accounts and authenticate users.
• Enable users to host, schedule, join and participate in meetings and calls.
• Display names to other meeting participants.
• Communicate about accounts, invitations and service changes.
• Maintain platform security, integrity and availability, including preventing and investigating misuse.
• Monitor performance and capacity and compile aggregated usage statistics for planning and reporting.

3. Roles and responsibilities

NITA-U is the data controller for account data and technical data generated by the platform. NITA-U determines how that data is processed and is responsible for complying with the Data Protection and Privacy Act, Cap. 97 and its Regulations.

For meeting content—including anything said, shown, typed, shared or recorded—the person or entity convening the meeting determines the purpose and means of processing and is the data controller or collector. NITA-U operates the platform on their behalf and does not access, monitor or use meeting content except where strictly necessary to maintain or restore the service, investigate a security incident, or comply with law.

4. Lawful basis for processing

NITA-U processes account and technical data where necessary to perform a public duty: providing and operating shared Government information-technology infrastructure and services under the National Information Technology Authority, Uganda Act, Cap. 200, and providing the service requested when an account is created.

Security and audit logs are processed in NITA-U's legitimate interest in maintaining the security and integrity of a national shared platform and meeting obligations under the Computer Misuse Act, Cap. 96 and applicable information-security standards.

Where a feature depends on consent, such as activating a camera, microphone or screen share, it operates only when enabled and consent may be withdrawn by disabling the feature. We also process data where legally required.

5. Sharing personal data

Within NITA-U, access to account and platform data is limited to technical and administrative personnel responsible for operating and securing the service.

Your display name and, where enabled, audio and video are visible to other meeting participants. An institution convening a meeting may access content and attendance information for its own meetings.

NITA-U may disclose data to law-enforcement or other competent authorities where required by law, including under a lawful order or during an offence investigation. We do not sell personal data or use meeting content for advertising.

Personal data will not be transferred outside Uganda. UgMeet is hosted on Government infrastructure and personal data is stored in Uganda.

6. Retaining personal data

• Account data is retained while the account remains active and deleted within ninety (90) days after closure or deactivation, unless law requires longer retention.
• Audio and video streams are not retained after a meeting unless recording is activated. A platform recording remains available for up to seven (7) days and is then deleted.
• Recordings, transcripts, chat logs and shared files are retained according to the convening entity's instructions and records-management requirements.
• Meeting metadata, including scheduling and attendance records, is retained for twelve (12) months for operational and audit purposes.
• Security, sign-in and diagnostic logs are retained for twelve (12) months and then deleted or anonymised.

Records forming part of a public body's official records remain subject to the National Records and Archives Act, Cap. 256 and applicable retention schedules.

7. Automated processing

NITA-U does not use automated decision-making that produces legal effects or significantly affects you. Automated technical measures are used only to maintain service quality and detect abuse, with human review before account suspension.

8. Your rights

You have rights under the Data Protection and Privacy Act, Cap. 97 and its Regulations, including the right to:

• Access a copy of personal data NITA-U stores about you.
• Correct inaccurate personal data.
• Request deletion, subject to legal limitations and exceptions.
• Restrict or object to processing in certain circumstances.
• Prevent processing for direct marketing.
• Not be subject to a significantly affecting decision based solely on automated processing without human intervention.
• Lodge a complaint with the Personal Data Protection Office (PDPO) if NITA-U misuses your personal data.

Requests concerning meeting content should be directed to the entity that convened the meeting. NITA-U will assist that entity in responding.

9. Data security

NITA-U uses administrative, technical and physical safeguards and trains personnel handling personal data on their responsibilities. Measures include encryption in transit, meeting access controls, securely hashed credentials and restricted administrative access.

If a breach occurs, NITA-U will notify the PDPO as required, cooperate with its guidance on further notifications, and take reasonable steps to protect personal data from harm.

10. Contact and complaints

For questions about this Notice or to exercise your rights, contact the NITA-U Data Protection Officer at dpo@nita.go.ug.

You may lodge a complaint with the Personal Data Protection Office at complaints@pdpo.go.ug.

11. Updates to this Notice

We will revise this Notice when there are significant changes to how personal data is used. Changes take effect when posted on this page. You are responsible for reviewing the Notice for updates.