Privacy supplement for Microsoft Lync 2010 for Windows Phone

Last updated: May 2012

Contents

Privacy supplement for Microsoft Lync 2010 for Windows Phone

Call Delegation (Call Forwarding)

Contact Card

Diagnostic Logging

Emergency Services (9-1-1)

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 Windows Phone

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 Windows Phone 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 Windows Phone, on the My Info view, tap Call Forwarding.

  2. From the drop-down menu, select Simultaneously Ring or Forward Calls To.

  3. Tap Delegates from the list of options.

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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Diagnostic Logging

What This Feature Does: Diagnostic Logging enables you to log your Lync for Windows Phone 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 Windows Phone.

Information Collected, Processed, or Transmitted: When Diagnostic 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 Diagnostic Logging to troubleshoot any issues you might experience while using Lync for Windows Phone.

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

  1. In Lync for Windows Phone, on the My Info view, tap Settings.

  2. Tap Diagnostic Logging from the list of options.

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

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Emergency Services (9-1-1)

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

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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 Windows Phone 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 you to access information published about other users (both inside and outside your organization) and provides other users with access to information published about you, such as your Presence status, title, phone number, location, and notes. Your administrator can also configure integration with Outlook and Exchange Server so that you 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 is associated with your sign in. No information is sent to Microsoft.

Use of Information: Other Lync users and programs can access your Presence and Contact Information to determine your published status and information to better communicate with you.

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 Windows Phone is not running in the foreground. When Lync for Windows Phone 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 Windows Phone.

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 Microsoft Push Notification service for delivery to your device. After a conversation is established, all messages travel directly between the participants of the conversation.

Use of Information: The Push Notifications setting determines whether you are notified about new messages that Lync for Windows Phone receives when Lync for Windows Phone 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 Windows Phone, on the My Info view, select Settings.

  2. Slide the toggle for Push Notifications to turn on and off notifications.

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Send As Email

What This Feature Does: Send as Email allows you to send your Lync 2010 for Windows Phone 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. Only the last 30,000 characters of the conversation are sent.

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. Select the conversation you want to delete.

  2. Tap the More (…) icon at the bottom of the screen, and then tap delete conversation.

Instant message conversation history is sent using the following steps:

  1. From the Conversation Window, tap the More (…) icon at the bottom of the screen, and then tap send as email.

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

  3. Tap Send.

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Send Logs

What This Feature Does: Send Logs allows the user to send the Lync for Windows Phone logs (see the “Diagnostic 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 Diagnostic Logging collects is sent (if Diagnostic Logging is enabled). See the “Diagnostic 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 Windows Phone does not send logs from your device automatically. Rather, it sends logs only when logging has been enabled on your device (see the “Diagnostic Logging” section, earlier in this supplement ) and you use the following steps below to manually send your Lync logs:

  1. In Lync for Windows Phone, navigate to the My Info view.

  2. Tap Settings to view the full list of settings.

  3. Navigate to the About page.

  4. Tap Send Diagnostic Logs.

  5. A message appears stating that the diagnostic log has been converted to an image and stored in the Saved Pictures folder with a number for identification. Tap OK.

  6. In the email message that opens, click Attach to attach the image that was saved in the Saved Pictures folder.

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Unified Contact Store

What This Feature Does: The Unified Contact Store consists of three main features; only one, the Search Merge feature, is available in Lync for Windows Phone. 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.

Information Collected, Processed, or Transmitted: Lync for Windows Phone retrieves contact information from Active Directory or Presence. This information is used internally by Lync for Windows Phone.

Use of Information: Contact information from Active Directory or Presence is shown in the Lync for Windows Phone user interface.

Choice/Control: There is no ability for you to control Unified Contact Store settings.

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