Privacy supplement for Microsoft Lync 2010 Attendant

Last updated: October 2010

Contents

Archiving

Audio Test Service

Call Logs

Client-Side Logging

Caller ID in the Meeting Roster

Contact Card

Conversation History

Custom Profile Features

Emergency Services (911)

Meeting Dial-out

Online Meeting Add-in for Outlook

Presence and Contact Information

Privacy Mode

Recording

Unified Contact Store

Voice Quality Improvements

This page is a supplement to the Privacy Statement for Microsoft Lync Products. In order to understand the data collection and use practices relevant for a particular Microsoft Lync product or service, you should read both the Privacy Statement for Microsoft Lync products and this supplement.

Archiving

What This Feature Does: Archiving allows your administrator to archive instant messaging (IM) conversations, meeting activities and content, and usage characteristics, such as user sign-ins and conversation starts and joins.

Information Collected, Processed, or Transmitted: Archiving stores the content of IM conversations and information about your instant messaging usage on a server your administrator configures. No information is sent to Microsoft.

Use of Information: Your administrator can use this information to administer your enterprise’s use of Microsoft Lync 2010 Attendant.

Choice/Control: Archiving is turned off by default and must be turned on by an enterprise administrator. You should review your company’s data usage and monitoring policies to determine whether archiving may be enabled.

Audio Test Service

What This Feature does: The Check Call Quality button allows to you to make a test call Microsoft® Lync 2010 Attendant so that you can check the voice quality of the call. It allows you to hear how you would sound in a real call. When you make a test call, the Audio Test Service prompts you to record a voice sample after a beep. Your voice sample will be recorded for a pre-defined time period (for example 5 seconds) and then it is played back to you. If the network is sub-optimal, or if you do not have a good device setup, you will discover this from the recording playback.

Information Collected, Processed, or Transmitted: If you make a test call, the Audio Test Service records your voice sample after a prompt. The voice samples are deleted after you end the call. No information is sent to Microsoft.

Use of Information: The voice sample is for your own use to check how you would sound in a real call and to indicate to you that your device is set up properly and is ready to make a call. The user can listen to this recorded voice sample to determine whether he/she is ready to make a real call by verifying that their device is in working order and audio is being rendered properly.

Choice/Control: If you do not want to record a voice sample, you can choose not to make a test call. You can make a test call as follows:

  1. On the Menu Bar, click the Audio Device icon.

  2. Click Check Call Quality, and follow the instructions.

Call Logs

What This Feature Does: Call Logs enable you to store a record of your voice calls processed by Attendant in a Microsoft Outlook folder.

Information Collected, Processed, or Transmitted: Information about your voice calls, such as start time, end time, duration, and call participants will be stored in your Outlook Conversation History folder. Call Logs do not store the content of your calls. No information is sent to Microsoft.

Use of Information: You can use this information to review your voice call history.

Choice/Control: Call Logs is turned on by default. If your administrator has not disabled your ability to control Call Logs, you can change your settings by taking the following steps:

  1. From the Menu Bar icon, click Options.

  2. On the Personal tab, clear the Save my call logs in the Outlook Conversation History folder check box.

  3. Click OK.

Client-Side Logging

What This Feature Does: Client-Side Logging allows you to log information about your use of Attendant on your computer, in your user profile. The information can be used for troubleshooting Attendant issues you may experience.

Information Collected, Processed, or Transmitted: If you or your administrator enables Client-Side Logging, information such as the following will be stored on your computer: meeting subject, location, session initiation protocol (SIP) messages, responses to your Attendant conversations, information about the sender and receiver of each Attendant message, the route that the message took, your Contacts list, and your presence information. The contents of your Attendant conversations are not stored. No Information is automatically sent to Microsoft, but you can choose to manually send them.

Use of Information: Client-side logs can be used to troubleshoot Attendant issues.

Choice/Control: Client-Side Logging is turned off by default and must be turned on by an enterprise administrator. If your administrator has not disabled your ability to control logging, you can change your settings by taking the following steps:

  1. From the Menu Bar icon, click Options.

  2. On the General tab, select the Turn on logging in Attendant and Turn on Windows Event logging for Attendant check box.

  3. Click OK.

Caller ID in the Meeting Roster

What This Feature Does: The participant list (roster) displays a list of all participants in the meeting.

Information Collected, Processed, or Transmitted: When you dial in to a conference call, the phone number that you are calling from (your caller ID) is displayed for all participants. No information is sent to Microsoft.

Use of Information: People in the meeting can use this information to distinguish between different participants who have joined the meeting by phone.

Choice/Control: The caller ID is displayed by default and is retrieved from the telephone company. You can choose not to share your phone number by blocking your caller ID when you make a phone call.

  • To block your caller ID permanently, contact your local telephone company.

If the functionality is available in your area, you can type in a special code before dialing the phone number to block your caller ID for a single call. Please contact your location telephone company for instructions.

Contact Card

What This Feature Does: The contact card collects static and dynamic information about other people in your enterprise and displays that information in Attendant and for contacts in recent versions of Outlook. The contact card provides one-click actions for emailing, calling, instant messaging, and scheduling meetings, among other actions.

Information Collected, Processed, or Transmitted: The static information in the contact card is collected from the enterprise’s corporate directory (such as Active Directory Domain Services), and is shared with others through Lync Server 2010. The dynamic information that is collected, such as phone numbers and presence, may be entered by you and then shared with others through the Lync Server 2010. Calendar free/busy information that is displayed on the card is retrieved from Microsoft Exchange Server. Location information displayed on the contact card is retrieved as described in the Location section. No information is sent to Microsoft.

Use of Information: The contact card information is displayed so that you can share your contact information with others.

Choice/Control:

You have the following control options:

Privacy Relationships: You can choose to put specific contacts in different privacy relationships (Family and Friends, Workgroup, Colleagues, External Contacts, and Blocked Contacts). This controls which pieces of information are shared with which contacts. Set privacy relationships by doing the following:

  1. Right-click a contact.

  2. Click Change Privacy Relationship.

  3. Click the choice that applies to how you want to share your information.

Calendar information: You can control the "permissions for viewing free/busy information" from Outlook options.

Conversation History

What This Feature Does: Attendant Conversation History obtains a user's conversation history from Exchange Server and displays it in Outlook.

Information Collected, Processed, or Transmitted: If you enabled Conversation History logging, the content of your IM conversations and statistics about your voice conversation (such as date, time, duration and caller information) will be stored in your Exchange account. If conversation history logging is disabled in Attendant either by you or by policy as defined by your enterprise administrator, these items will not be collected or displayed. No information is sent to Microsoft.

Use of Information: Attendant displays this information in Outlook, which enables users to view and continue their past conversations. It also displays a summary of conversations in Attendant main menu.

Choice/Control: You can disable logging of IM conversations, calls, or both. You can change these setting as follows:

  1. From the Menu Bar icon, click Options.

  2. On the Personal tab, select the Save my IM conversations in Outlook Conversation History folder check box.

  3. Click OK.

If you enable Conversation History, you should notify people that you communicate with that their IM conversations will be saved.

Custom Profile Features

What These Features Do: The following Custom Profile Features allow you to customize your use of Attendant:

  • Last Search stores the most recent search entered in Attendant, enabling faster access to this information in the future.

  • Recent Conversations displays a list of conversations that Attendant has recently processed, enabling faster access to this information in the future.

  • Frequently Entered Numbers stores the numbers you choose, enabling faster access to this information in the future.

  • Contact Categories and Annotations displays notes and custom category assignments for your contacts, enabling you to more easily identify the importance of a contact when receiving a forwarded conversation.

  • Conversation Templates store commonly-used language from your IM conversations in templates, allowing you to start new IM conversations more quickly by selecting one of these templates.

  • Conference Templates store commonly-used configuration settings from your conferences in templates, allowing you to start new conferences more quickly by selecting one of these templates.

  • Tile View Configuration allows you to change how contact cards are displayed.

  • Distribution Groups Order allows you to change the order in which custom distribution groups are displayed.

Information Collected, Processed, or Transmitted: Custom Profile Features store Attendant usage information, preferences, and templates in your Windows user profile on your computer. No information is sent to Microsoft.

Use of Information: You can use Custom Profile Features information to customize your use of Attendant. If you share a single Windows user account with other Attendant users, you and the other users share common Customer Profile Features settings. If you have different Attendant accounts, then the information is separate and cannot be viewed by a person with the same Windows account.

Choice/Control: Custom Profile Features are enabled by default and cannot be turned off. It is recommended that you log into Attendant using a unique Windows account if you wish to prevent other users from seeing your Attendant usage information, preferences, and templates.

You can remove stored Search History and information on the Frequently Entered Numbers list. You can delete these items as follows:

  1. From the Menu Bar icon, click Options.

  2. On the Personal tab, find the setting Delete my search history and the numbers in my Frequently Entered Numbers list.

  3. Click Delete.

  4. Click OK.

Emergency Services (911)

What This Feature Does: When made available by your enterprise administrator Emergency Services allows Attendant to transmit a location to emergency responders when an emergency services number is dialed (such as 911 in the United States). Your enterprise administrator can restrict the emergency calling capability to your work location so you should check with your administrator for information about the extent to which the emergency calling functionality is available. When enabled, the location information transmitted to emergency services personnel is the location that your enterprise administrator has assigned to your location (for example, your office number) and entered into the location database. If you dial emergency services while using Attendant with a wireless Internet connection, while you are still in your work location, the location information transmitted to emergency responders will be merely an approximate location because it will be the location of the particular wireless endpoint with which your computer is communicating. The location information of that wireless endpoint, moreover, is input manually by your enterprise administrator and therefore, the location information transmitted to the emergency services personnel may not be your actual location. To be fully functional this feature requires your enterprise to retain a routing service provided by certified solution providers, and the service is only available within the United States.

Information Collected, Processed, or Transmitted: The location information obtained by Attendant is determined by the automatic location information populated by the Location Information Server. This information is stored in memory on your computer, so when an emergency services number is entered this location information is transmitted with the call for the purpose of routing to the appropriate emergency services provider and providing your approximate location. For emergency calls, the call detail record will contain your location information. No information is sent to Microsoft.

Use of Information: Location is used for routing the call to the appropriate emergency services provider and for dispatching emergency responders. This information can also be sent to the enterprise's security desk as a notification with the caller’s location and call back information.

Choice/Control:

This feature is turned off by default and must be enabled by your enterprise administrator. Check with your enterprise administrator to determine if this feature is available. There is no ability for you to control whether a location is acquired automatically or transmitted to emergency dispatchers when an emergency call is made.

However, if a location is not acquired automatically, you will be notified to contact your administrator to properly configure the location. You can confirm the current location information as follows:

  1. From the Menu Bar icon, click Options.

  2. On the Personal tab, find the Location group, and view your location.

  3. Click OK.

Meeting Dial-out

What This Feature Does: This feature allows Attendant users who are present in a meeting to add a PSTN number to an existing audio video (AV) meeting.

Information Collected, Processed, or Transmitted: When the PSTN user who is being invited to the AV meeting receives the call, he or she will receive the caller ID of the AV meeting organizer (and not necessarily the caller ID of the party adding them to the meeting). As soon as the PSTN user answers the phone, he or she will immediately be joined into the meeting.

Use of Information:

The organizer’s caller ID is sent out to the PSTN user who is being invited to the meeting.

Choice/Control:

There is no user or enterprise administrator control for this feature. If possible, prior to adding a PSTN user you could send an instant message or an email to the PSTN user to ask whether they want to join the AV meeting so that they are aware of what is happening. The PSTN user could choose not to accept the call.

Online Meeting Add-in for Outlook

What This Feature Does: This is an Outlook add-in that is installed with Attendant and enables users to schedule and customize online meetings.

Information Collected, Processed, or Transmitted:

  • Organizer name

  • Participants name(s)

  • Presenters name(s)

  • Email addresses list

  • Subject of meeting and other info about meeting (such as, start/end-time, conference ID, passcode, and conference auto attendant/ audio conferencing provider information for the user)

  • All proxy addresses for the in Microsoft Exchange (X400-X500 addresses, Exchange Unified Messaging (UM) addresses, and SIP and phone/Exchange UM-voice mail URIs)

  • Meeting location information

Use of Information: The information is used only for scheduling a meeting and related logging as described in the Client-Side Logging section. For scheduling, the information is processed in memory and stored in your local computer’s registry for quick access.

Note:  The information is shared with Microsoft Lync 2010 Managed API and Lync Server.

Choice/Control: The logging of personal information is turned off by default. With help from your enterprise administrator, you can update the registry to enable advanced logging on your computer.

Presence and Contact Information

What This Feature Does: This feature allows you to access information published about other users (from both within and outside your organization) and provides other users with access to information published about you, such as status, title, phone number, location and notes. Your administrator may also configure integration with Outlook and Exchange so that you will display out of office messages and other status information (for example, when you have a meeting scheduled in your Outlook calendar).

Information Collected, Processed, or Transmitted: You use your sign-in address and a password to connect to Lync Server. You and your administrator can publish information about your presence status and contact information that will be associated with your sign in. No information is sent to Microsoft.

Use of Information: Other Microsoft Lync 2010 and Attendant users and programs will be able to access your presence and contact information to determine your published status and information so as to better communicate with you.

Choice/Control: You may choose what information is published about you. Your administrator also may configure published information on your behalf. If your administrator has not disabled your ability to control your published information, you can change your settings at any time by doing the following:

  1. From the Menu Bar icon, click Options.

  2. On the Phones tab, view the information about phone numbers that your administrator has published. You can also enter more numbers and make decisions about what to publish to other users.

  3. Click OK.

To change your sign-in information, do the following:

  1. If you are signed in to Attendant, first sign out.

  2. On the Sign-in screen enter your sign-in address. You can then use the Change Settings link to manually enter the name of the server to connect to.

  3. Click Sign In.

You can also set privacy relationships to designate what each user can see regarding your presence level and information. To do so:

  1. Right click a contact.

  2. Click Change Privacy Relationship.

  3. Select the appropriate level of access for the user.

Privacy Mode

What This Feature Does: Privacy Mode is a setting that allows you to share your presence information (such as Available, Busy, Do Not Disturb, and so on) only with contacts listed in your Contacts list.

Information Collected, Processed, or Transmitted: Enabling Privacy Mode causes Attendant to enter a mode in which you can switch user settings so that your presence information is shared only with contacts in your Contacts list. No information is sent to Microsoft.

Use of Information: The setting of this mode determines how presence data is shared.

Choice/Control: If Standard Mode is enabled on the server through the administrator settings, you cannot change to Privacy Mode.

Recording

What this feature does:

This feature allows organizers and/or presenters to record all aspects of a Lync 2010 session including who entered the meeting, audio, video, and content, such as IM conversations, program sharing, Microsoft PowerPoint presentations, handouts and whiteboards. When the organizer or other presenters pause or stop their recording, other recordings in progress are unaffected.

Information Collected, Processed, or Transmitted:

If presenters choose to record, the recording will be saved to their computer. Additional video files generated from the recording are saved to presenter’s local computer by default but can also be saved to another computer if specified by the presenter who is recording. When users upload content to a meeting, permission is granted to add that content to recordings that those users or other users create.

If there are failures during a recording's publishing phase, it is possible for data captured during a paused recording state to be unintentionally included in the recording. If any part of the publishing phase fails (See Recording Manager for a "Warning..." status), recordings should not be distributed to others even if they can be played back in some form.

Use of Information:

The recording can be played by anyone who has access to the location where the recording is saved.

Choice/Control:

By default, the ability to record is turned off and must be enabled by the enterprise administrator. If this feature is enabled, any of the meeting presenters can start a recording. When a presenter turns recording on, a notification that a recording has started will broadcast to participants with compatible clients and devices. Users participating in a recorded session by using any of the following incompatible clients or devices will be recorded but will not receive the recording notice.

Incompatible clients include:

  • Microsoft Office Communicator 2007 R2

  • Microsoft Office Communicator 2007

  • Microsoft Office Communicator Web Access (2007 R2 release)

  • Microsoft Office Communicator Web Access (2007 release)

  • Microsoft Office Communications Server 2007 R2 Attendant

Incompatible devices include:

  • Microsoft Office Communicator 2007 R2 Phone Edition

  • Microsoft Office Communicator 2007 Phone Edition

Unified Contact Store

What This Feature Does: The Unified Contact Store consists of three main features:

  • Search merge – This feature merges your Global Address list (GAL) with your personal Outlook contacts so that, when you search for a contact, there will be only a single entry in the search results.

  • Contact merge – This feature aggregates contact information between Outlook and GAL entries using matching email and/or sign-in identifiers. Once a match is determined, Lync aggregates data from three data sources (Outlook, GAL, and presence). This aggregated data is displayed in various user interface components, including search results, your Contacts list, and a contact card.

  • Creating Outlook contacts for Lync contacts (contact synchronization) – Lync will create Outlook contacts for all the user’s contacts in the default contacts folder, if the user has Microsoft Exchange Server 2010 or a later version mailbox. By having an Outlook contact for every Lync contact, the user can access Lync contact information from Outlook, Outlook Web Access, and mobile devices that synchronize contacts with Exchange.

Information Collected, Processed, or Transmitted: Attendant aggregates contact information from presence, Active Directory, and Outlook. This information is used internally by your enterprise’s Attendant. When creating Outlook contacts, Attendant will be writing presence, Active Directory, and Outlook contact information to Exchange. No information is sent to Microsoft.

Use of Information: Contact information from presence, Active Directory, and Outlook are shown in the Attendant user interface (Contacts list, contact card, search results, and so on). This information can also be written to Exchange by using contact synchronization (the third item in the preceding list).

Choice/Control:

Synchronization settings are controlled by policies that are set by your enterprise administrator.

Voice Quality Improvements

What This Feature Does: Attendant provides notifications to help you improve the quality of your call if it detects device, network, or computer issues during the call.

Information Collected, Processed, or Transmitted: If you have a device setup that is adding poor audio in a call (for example, echo or noise), Attendant will inform you and will also inform others in the call that the quality of the call is being degraded because of the device setup at your end. Others are shown only a notification that you are using a device that is causing poor audio quality. They don't know what device you are using. No information is sent to Microsoft.

Use of Information: The information that is sent to others in the call will help them improve the quality of the call. For example, presenters can mute your line if you are just listening in on the call.

Choice/Control: Attendant does not allow you to turn off call quality notifications.

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