Privacy supplement for Microsoft Lync 2010 for iPhone

Last updated: May 2012

Contents

Privacy supplement for Microsoft Lync 2010 for iPhone

Call Delegation (Call Forwarding)

Contact Card

Logging

Emergency Services (911)

Location Sharing

Personal Picture

Presence and Contact Information

Privacy Mode

Push Notifications

Send As Email

Send Logs

Unified Contact Store

Privacy supplement for Microsoft Lync 2010 for iPhone

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.

This privacy supplement addresses the deployment and use of Microsoft Lync 2010 for iPhone on your enterprise’s mobile devices. If you are using Microsoft Lync Server 2010 communications software as a service (in other words, if a third party [for example, Microsoft] is hosting the servers upon which the software runs), information will be transmitted to that third party. To learn more about the use of data that is transmitted from your enterprise to that third party, consult your enterprise administrator or your service provider.

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Call Delegation (Call Forwarding)

What This Feature Does: Call Delegation allows users to assign one or more individuals (delegates) to make or receive calls and set-up or join online meetings on their behalf.

Information Collected, Processed, or Transmitted: When assigning delegates, delegate contact information must be provided by the user during the configuration process. Users who are set-up as delegates will receive a notification informing them that someone in their organization has designated them as a delegate. When delegate(s) answer a call on behalf of the person who has assigned them as a delegate, that person will receive an email notification informing them about this event. No information is sent to Microsoft.

Use of Information: Lync uses the delegate’s contact information to allow them to make or receive calls and schedule or join meetings on behalf of the person to whom they are a delegate.

Choice/Control: Call Delegation is turned off by default. You can enable or disable it by using the following steps:.

  1. In Lync 2010 for iPhone, on the My Info tab, tap Call Forwarding.

  2. Tap your current call forwarding setting and, from the list of options that appears, select Delegates.

Note:  Delegates cannot be configured from the mobile device, they must be configured from the Lync desktop client.

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Contact Card

What This Feature Does: The Contact Card displays contact, presence, and location information about you and the people within your organization, in both Lync and recent versions of Outlook. The contact card also provides one-click access to communicate with someone. For example, you can send an instant message, start a call, or send an email message directly from someone’s contact card.

Information Collected, Processed, or Transmitted: The static information in the Contact Card is collected from the enterprise’s corporate directory (such as Active Directory). The dynamic information, such as calendar free/busy information is retrieved from Microsoft Exchange Server; location information is retrieved in several ways (see the Location section); telephone numbers can be retrieved from the corporate directory or entered manually by the user; and presence information is managed by Lync using the Outlook Calendar (if enabled by the user) or entered manually by the user. The Lync server shares this information with other people within the organization. No information is sent to Microsoft.

Use of Information: The Contact Card is used to view the contact, location and presence information of people within the users’ organization. The amount of information displayed to a user’s Lync and Outlook contacts can be controlled by setting “privacy relationships” and enabling or disabling Privacy Mode (see the Privacy Mode section).

Choice/Control: Contacts are managed from the Lync desktop client.

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Logging

What This Feature Does: Logging enables you to log your Lync for iPhone usage information on your device, in your user profile. The information can be used for troubleshooting any issues you might experience with the Lync for iPhone.

Information Collected, Processed, or Transmitted: When Logging is enabled, information such as the following is stored on your device: device ID, user alias and domain, Presence data, message details, logon history, Contacts list, and client configuration data, such as call forwarding rules, status, and notes. The contents of your Lync conversations are not stored. No information is automatically sent to Microsoft, but you can choose to manually send this information to Microsoft for troubleshooting purposes (see the “Send Logs” section, later in this supplement).

Use of Information: You can use Logging to troubleshoot any issues you might experience while using Lync for iPhone.

Choice/Control: Logging is turned off by default. You can enable or disable it by using the following steps:

  1. In Lync for iPhone, on the My Info tab, tap Options.

  2. Select Logging from the list of options.

  3. On the Logging options page, slide the Logging toggle to On.

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Emergency Services (911)

Important:  We recommend that you DO NOT use Lync for iPhone to contact an emergency services provider, such as 9-1-1 in the United States. Lync for iPhone DOES NOT have the ability to determine your actual physical location; therefore, if you use Lync for iPhone to contact emergency services providers, the providers will NOT be able to determine your location. To contact emergency services providers from your device, close Lync for iPhone, and use your device’s dial pad.

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Location Sharing

What This Feature Does: Location Sharing shares your time zone with others by using the Presence functionality. If you enable Privacy Mode, location information is shared. For details about how to enable Privacy Mode and how location information is shared, see the “Privacy Mode” section, later in this supplement.

Important:  Your actual physical geographic location cannot be determined by Lync for iPhone. DO NOT use Lync for iPhone to dial an emergency service provider, such as 9-1-1. Use your device’s dial pad.

Information Collected, Processed, or Transmitted: Your time zone is retrieved from the mobile device’s operating system and shared with your Lync contacts. No information is sent to Microsoft.

Use of Information: The time zone is shared through Lync Presence, based on how you have configured your Presence settings in your Lync desktop client. This information is displayed in Contact Cards. Note that no other information— such as your geographic location, formatted address, or civic address—is shared through Presence.

Choice/Control: Location Sharing is enabled and disabled by your enterprise administrator. If Location Sharing has been enabled, it is managed from the Lync desktop client.

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Personal Picture

What This Feature Does: Personal Picture displays your picture and pictures of other people in your enterprise.

Information Collected, Processed, or Transmitted: Your Personal Picture sharing preference is collected for both displaying pictures and sharing your picture. Only photos stored in Active Directory can be displayed in Lync for iPhone. No information is sent to Microsoft.

Use of Information: The information is used to customize your experience and to share your picture with others.

Choice/Control: Personal Picture settings are managed from the Lync desktop client.

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Presence and Contact Information

What This Feature Does: Presence and Contact Information allows a user to view presence and contact information about other users (both inside and outside the organization), and share their own published information such as presence, status, title, phone number, location and notes. The enterprise administrator may also configure integration with Outlook and Exchange Server so that a user’s out-of-office messages and other status information (for example, when a user has a meeting scheduled in their Outlook calendar) will be displayed.

Information Collected, Processed, or Transmitted: The user’s sign-in address and password for login and authentication purposes. Any additional telephone numbers they may want to make available, information such as out-of-office messages and other status information if Outlook and Exchange Server integration has been configured by the administrator and enabled in Outlook; including any notes or availability that might have been manually by the user is made available in the Contact Card. No information is sent to Microsoft.

Use of Information: Sign-in address and password are used to log in to Lync and connect to the Lync server. Based on how the user has configured their privacy settings other Lync users and programs will be able to access the presence, contact, and status information, if published, so users can better communicate with each other.

Choice/Control: Presence and Contact Information settings are managed from the Lync desktop client.

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Privacy Mode

What This Feature Does: Privacy Mode is a setting that allows users to determine how much of their presence information (such as Available, Busy, Do Not Disturb, and so on) they will share with contacts listed in their Contacts list.

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

Use of Information: The setting allows the user to determine how their presence data is shared.

Choice/Control: Privacy Mode is enabled and disabled by your enterprise administrator. If Privacy Mode has been enabled it is managed from the Lync desktop client.

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Push Notifications

What This Feature Does: Push Notifications is the mechanism that notifies you when you receive a new message on your mobile device. The notification can be given in a number of ways—including a pop-up notification, a sound, or a number badge on the Home screen icon—depending on your device operating system. The notification is generated locally on the device when the device receives a new message. This happens only when Lync for iPhone is not running in the foreground. When Lync for iPhone is running in the foreground, Push Notifications is suppressed. You can enable or disable Push Notifications, but disabling Push Notifications does not stop the receipt of messages; it simply disables the notification feature. To stop receiving new messages, you must sign out of Lync for iPhone.

Information Collected, Processed, or Transmitted: No information is collected, processed, or transmitted by the mobile device. All messages sent to your device from other Lync users pass through the Microsoft Lync Server Push Notification Service and then are routed to the iPhone Push Notification service for delivery to your device. After a conversation is established, all messages travel directly between the participants of the conversation. For details about iPhone privacy policies, see the Apple Customer Privacy Policy.

Use of Information: The Push Notifications setting determines whether you are notified about new messages that Lync for iPhone receives when Lync for iPhone is not running in the foreground.

Choice/Control: Push Notifications is enabled and disabled by your enterprise administrator. If Push Notifications is enabled, you can turn it on or off by using the following steps:

  1. In Lync for iPhone, on the Home Screen, tap the Settings icon.

  2. Select Notifications from the list of options.

  3. Ensure the Notifications toggle is in the On position.

  4. Select Lync from the list of applications.

  5. Slide the Alerts, Sounds, and Badges toggles into the On position.

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Send As Email

What This Feature Does: Send as Email allows you to send your Lync 2010 for iPhone instant message conversation history, which is stored locally on your device, as an attachment to a user designated email address.

Information Collected, Processed, or Transmitted: All incoming and outgoing content in instant message conversations are stored locally on the device in isolated storage indefinitely unless 1) the user deletes the conversation, 2) the user uninstalls the application, or 3) a new user signs in on the same device. Instant message history sent using the Send as Email feature is delivered in the form of an email to the user’s email address. No information is sent to Microsoft.

Use of Information: Users can send their instant message conversation history as an email attachment to their designated email address making instant message conversations available outside the device for purposes such as archiving or sharing.

Choice/Control: Instant message conversation history is stored on the device automatically. There is no way to disable this feature. Instant message conversation history can be deleted as follows:

  1. From the Chats tab, tap Edit.

  2. Select the conversation you want to delete.

  3. Tap Delete.

Instant message conversation history is sent using the following steps:

  1. From the Conversation Window, tap the Actions button in the navigation bar.

  2. Select Send as Email from the menu.

  3. Enter the destination email address if you want to send the history to anyone other than yourself.

  4. Tap Send.

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Send Logs

What This Feature Does: Send Logs allows you to send Lync for iPhone logs (see the “Logging” section, earlier in this supplement) so that the support team can investigate any audio or connectivity issues that might be encountered.

Information Collected, Processed, or Transmitted: Only the information that Logging collects is sent (if Logging is enabled). See the “Logging” section, earlier in this supplement to see what information is logged.

Use of Information: The information collected from your device is used to help troubleshoot the problem that you encountered and to help improve Lync.

Choice/Control: Lync for iPhone does not send logs from your device automatically. Rather, it sends logs only when logging has been enabled on your device (see the “Logging” section, earlier in this supplement) and you use the following steps to manually send your Lync logs:

  1. In Lync for iPhone, on the My Info tab, tap Options.

  2. Select Logging from the list of options.

  3. On the Logging options page, tap Send Log Files.

  4. In the email form that opens with the logs attached, type the destination email address, and then tap Send.

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Unified Contact Store

What This Feature Does: The Unified Contact Store consists of three main features; the following two features are available in Lync for iPhone:

  • Search Merge – Search Merge merges your global address list (GAL) with your Lync contacts so that when you search for a contact there is only a single entry in the search results.

  • Contact Merge – Contact Merge aggregates contact information between the GAL, Lync Server, and your iPhone Contacts list by using matching email identifiers, sign-in identifiers, or both. After a match is determined, Lync for iPhone aggregates the data from these sources and displays the aggregated data in various user interface components, including search results, your Contacts list, and Contact Cards.

Information Collected, Processed, or Transmitted: Lync for iPhone aggregates contact information from Outlook, Active Directory, Presence, and iPhone. This information is used internally by Lync for iPhone

Use of Information: Contact information from Outlook, Active Directory, Presence, and iPhone is shown in the Lync for iPhone user interface.

Choice/Control: Unified Contact Store settings are managed from the Lync desktop client.

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