PRIVACY POLICY FOR MEETINGS

Microsoft Teams Privacy Policy

At WhitlockIS, we take your privacy seriously and are committed to ensuring the protection of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use Microsoft Teams, an online collaboration and communication platform provided by Microsoft.

Information We Collect
When you use Microsoft Teams, we may collect the following types of information:

• Personal Information: This may include your name, email address, profile picture, contact information, and job title, which you provide when you interact with others within Teams.
• Communication Data: Messages, chats, files, and other communication data sent within Microsoft Teams.
• Usage Data: Information on how you use Microsoft Teams, including login times, features accessed, meeting participation, and device information.
• Metadata: Data about your interactions, including call durations, message logs, and meeting details, to improve service quality and performance.

How We Use Your Information
The information we collect is used for the following purposes:

• Account Management: To create and manage your Teams account and provide access to the platform.
• Communication: To facilitate real-time communication through chats, calls, meetings, and file sharing within Teams.
• Support and Maintenance: To monitor system performance, troubleshoot issues, and provide technical support.
• Improvement of Services: To enhance and update the Microsoft Teams experience based on usage and feedback.
• Compliance: To comply with legal obligations, security requirements, and company policies.

Sharing of Information
We may share your personal information in the following circumstances:

• With Microsoft: As part of the Microsoft Teams platform, your data may be stored and processed by Microsoft as per their Privacy Policy, which outlines how they handle your data.
• With Other Users: Data, such as messages, shared files, and meeting details, may be visible to other users within the same organization or Teams group.
• With Third-Party Service Providers: We may engage third-party services to help operate, maintain, or improve Microsoft Teams. These third parties are contractually bound to keep your information confidential.
• For Legal and Security Reasons: We may disclose your information if required by law or when we believe such action is necessary to comply with legal processes, protect our rights, or ensure the safety of others.

Data Security
We use a range of technical and organizational security measures to protect your data from unauthorized access, loss, misuse, or alteration. This includes encryption, firewalls, and secure access protocols. However, no data transmission over the internet can be guaranteed to be 100% secure, and we cannot guarantee the security of your data outside of our control.

Data Retention
Your data will be retained for as long as necessary to provide the Microsoft Teams service and fulfill the purposes outlined in this Privacy Policy. Afterward, data will be securely deleted or anonymized in accordance with applicable data retention policies.

Your Rights
Depending on your location and applicable laws, you may have the following rights regarding your personal data:

• Access: You may request access to the personal data we hold about you.
• Correction: You may request that we correct any inaccuracies in your personal data.
• Deletion: You may request that we delete your personal data, subject to any legal obligations or legitimate interests.
• Portability: You may request a copy of your personal data in a structured, machine-readable format.
• Objection: You may object to the processing of your personal data for certain purposes, such as marketing or profiling.

International Data Transfers
Since Microsoft Teams is a cloud-based service, your data may be stored and processed in data centers outside your home country. By using Teams, you consent to the transfer of your information to other countries, including those outside of the European Economic Area (EEA), which may not offer the same level of data protection as your home country.

Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify users of significant changes by posting the updated policy within the Microsoft Teams application.

CONTACT US

If you have any questions regarding your privacy or updates to the data collected please contact us at:

919.941.1900
info@whitlockis.com