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Through this privacy policy for Microsoft Teams, MANE wishes to:
- Inform you about your personal data collected and processed you when you attend Microsoft Teams meetings organised by a MANE employee
- Define certain guidelines for the use of Microsoft Teams and its features
This policy applies to internal and external participants in Microsoft Teams meetings hosted by a MANE employee.
WHAT PERSONAL DATA DO WE COLLECT AND FOR WHAT PURPOSES?
Access to Microsoft Teams meetings
When you participate in Microsoft Teams meetings hosted by MANE’s employee, we collect your email address, O365 ID, profile picture, name, and phone number (if you are attending the meeting by phone). These information are visible in the gallery during the meeting to give an overview of the participants and will also be recorded afterwards to show who attended the meeting. Chat conversations in the meeting as well as files shared during the meeting are also stored in Teams. This personal data will only be used for the purposes of managing and authenticating your access to the meeting, viewing participants and, where applicable, managing meeting recordings.
Recordings will be kept until the meeting organiser leaves MANE.
Recording Microsoft Teams meetings
The MANE ‘employees who organise Teams meetings must, for meetings known in advance that they will be recorded, mention it in the meeting invitation.
Guests or meeting participants may not start or stop recording. Once the recording has started (or stopped), you are clearly informed by a banner at the top of the screen. When you connect by phone, an information message is played at the start and end of the recording.
The recordings will be kept
- 6 months for all recordings (default)
- 1 year for "Management Board" type registrations (Board of directors’ meetings)
- 5 years for "Training" type recordings (meeting or presentation aimed at internal training)
Recordings will be used exclusively
- For storage purposes (eg for personal reference of meeting participants)
- For knowledge sharing purposes (eg to share the meeting recording with guests who were unable to attend the meeting)
- For training purposes within MANE (eg to record online training courses and make them available to the entire MANE organisation via the MANE intranet and / or other O365 apps)
The meeting recordings will then be accessible as follows
- By default, only meeting participants have access to the recording
- The participant who started the recording or the meeting organiser can share the recording, like any document stored on their OneDrive space within MANE (eg to the group or channel level, or to specific people, or the entire company). Sharing of recordings at the corporate level, however, requires the consent of all participants
- Recordings of chat conversations in Microsoft Teams should only be shared with users who are not in the chat with the prior consent of all chat participants
- The meeting recording should only be shared with external participants with the prior consent of all meeting participants
Storage
- In case of a Teams meeting with scheduled recording (with invitations), the recording is stored in the OneDrive space of the meeting organiser
- In case of a recording triggered from a Teams meeting (immediate or scheduled), the recording is then stored in the SharePoint Online site associated with the Teams channel
Share contents
Meeting participants are not allowed to share content with special categories of data (health data, religious beliefs, etc.).
Meeting participants are permitted to share confidential information in strict compliance with the MANE privacy policy.
Customise the background
Anyone attending a meeting has the option to customise their background by uploading photos, images, etc. This functionality is not intended to collect personal data. The upload of inappropriate images is not allowed.
WHERE DO WE STORE YOUR PERSONAL DATA?
Your personal data will be stored within MANE's O365 tenant, in Microsoft's cloud platform. V. MANE FILS (620 route de Grasse, 06620 Le Bar-sur-Loup) acts as data controller. Microsoft acts as a processor and processes your personal data exclusively for the purpose of providing MANE with Microsoft Teams meeting functionality, except for legitimate Microsoft business operations. For the latter, Microsoft acts as data controller.
See Microsoft's privacy policy for more information.
WHAT ARE MY PRIVACY RIGHTS AND HOW CAN I EXERCISE THEM?
You have the right to access, rectify and delete your personal data at any time. You also have the right to object to the recording of a meeting. In a training context, you will understand that you will therefore not be authorised to participate to the training, the recording being compulsory in order to make the training accessible at company level.
You can send your request to dpo@mane.com. You have the right to lodge a complaint with the data protection authorities (the CNIL).