Privacy supplement for Microsoft Lync 2010 Attendee

Last updated: October 2010

Contents

Archiving

Client-Side Logging

Customer Experience Improvement Program

Desktop/Program Sharing

Desktop/Program Sharing Control

Meeting Attachments

Meeting Dial-Out

Polling

PowerPoint Collaboration

Recording

Voice Quality Improvements

Whiteboard Collaboration

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 Attendee communications software deployed in your or your enterprise’s network. If you are using Microsoft Lync Server 2010 as a service (in other words, 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 your data that is transmitted to that third party, please consult your enterprise administrator or your service provider.

Archiving

What This Feature Does: Archiving allows your administrator to archive instant messaging, meeting activities and content, and usage characteristics, such as meeting starts and joins.

Information Collected, Processed, or Transmitted: Archiving stores the content of instant messaging conversations, information about your instant messaging usage, meeting content, and meeting information 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 Lync 2010 Attendee.

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 can be enabled.

Client-Side Logging

What This Feature Does: Client-Side Logging enables you to log your Attendee usage information on your computer, in your user profile. The information can be used for troubleshooting any Attendee 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 when using Attendee, information about the sender and receiver of each Attendee message and the route that the message took. The content from the meeting that you used Attendee to join is not stored. No information is automatically sent to Microsoft, but you can choose to manually send information.

Use of Information: Client-side logs can be used to troubleshoot Attendee 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 as follows:

  1. In an Attendee conversation window, click Menu, and then click Settings.

  2. Click General, and then click Turn on logging in Lync Attendee and Turn on Windows Event logging for Lync Attendee.

  3. Click OK.

Customer Experience Improvement Program

What This Feature Does: If you choose to participate, the Customer Experience Improvement Program (CEIP) collects basic information about your hardware configuration and how you use Microsoft software and services in order to identify trends and usage patterns. CEIP also collects the type and number of errors you encounter, software and hardware performance, and the speed of services. Microsoft does not collect your name, address, or other contact information.

Information Collected, Processed, or Transmitted: CEIP information is automatically sent to Microsoft when CEIP is turned on. For more information about the information collected, processed, or transmitted by CEIP, see the Privacy statement for the Microsoft Customer Experience Improvement Program.

Use of Information: Microsoft uses this information to improve the quality, reliability, and performance of Microsoft software and services.

Choice/Control: CEIP is turned off by default unless your enterprise administrator has chosen to turn it on for you. You will be prompted to sign up in the Attendee installer. Unless your administrator has disabled the control, you can change your CEIP settings at any time as follows:

  1. In an Attendee conversation window, click Menu, and then click Settings.

  2. Click General tab, and then select or clear the Allow Microsoft to collect information about how I use Lync Attendee check box.

  3. Click OK.

Note:  If the administrator changes the setting to enable or disable CEIP while the user is already using Attendee, the new setting will take effect only after user exits Attendee and rejoins the meeting.

Desktop/Program Sharing

What This Feature Does: Desktop /Program Sharing enables you to share a view of your computer’s screen or specific programs you are running with other participants when using Attendee.

Information Collected, Processed, or Transmitted: If you start a sharing session, depending on what you are sharing, all meeting participants will be able to see the monitor(s), entire desktop, or selected programs on your computer’s screen. No information is sent to Microsoft.

Use of Information: You can use Desktop/Program Sharing to collaborate with participants.

Choice/Control:

To start Desktop/Program Sharing during an ongoing Attendee meeting:

  1. In the Attendee conversation window, click the Share button.

  2. From the menu, click Desktop, a monitor (if you have more than one), or Program to select one or more programs.

To stop sharing your desktop or a program:

  • Select Stop Sharing from the sharing bar at the top of the screen.

Important:  Documents or pictures that are open on your desktop that are protected by Digital Rights Management software may be visible to others with whom you share your desktop in Attendee.

Desktop/Program Sharing Control

What This Feature Does: Desktop/Program Sharing control enables you to grant control of your desktop or a program to someone who is using a Microsoft Lync 2010 client or Attendee on another computer.

Information Collected, Processed, or Transmitted: Once you grant control to someone else, that person can control your computer or the selected program and make changes, as if he or she were using your computer directly with their keyboard and mouse. You and other participants in Attendee will be able to view these changes as they are made. No information is sent to Microsoft.

Use of Information: You can use the Sharing Control to allow others to take control of your desktop or programs, depending on what you are sharing, while you and other participants observe.

Choice/Control:

To share control of your desktop, do the following:

1.Start Desktop or Program Sharing.

2.On the Give Control menu, on the sharing bar at the top of the screen, select the person that you want to give control to.

To revoke control of your desktop from a remote party, do the following:

•On the Give Control menu, on the sharing bar at the top of the screen, click Take Back Control.

Meeting Attachments

What This Feature Does: You can share files with meeting participants by uploading them as attachments.

Information Collected, Processed, or Transmitted: Attachments are stored on Attendee according to meeting content expiration policies as defined by your enterprise administrator. You can choose to upload attachments. Attachments are downloaded by you or others in a meeting. No information is sent to Microsoft.

Use of Information: The information contained in uploaded meeting attachments is shared with other participants in a Lync 2010 meeting.

Choice/Control:

Presenters can restrict the availability of attachments according to meeting participants’ roles (organizer, presenters, everyone). If an attachment is not available, you cannot see it in your attachments list.

Meeting Dial-Out

What This Feature Does: The Meeting Dial-Out feature allows Attendee users present in a meeting to add a public switched telephone network (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 him or her to the meeting). As soon as the PSTN user answers the phone, he or she will immediately join 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 Meeting Dial-Out. 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 they are aware that they will be invited. The PSTN user could also choose not to accept the call.

Polling

What This Feature Does: Attendee users can conduct a poll and gather anonymous responses from participants during meetings.

Information Collected, Processed, or Transmitted: Individual votes are anonymous. Aggregated poll results are seen by all presenters and can be shown to all attendees by any presenter. Polls are stored on Lync Server 2010 according to meeting content expiration policies as defined by your enterprise administrator. No information is sent to Microsoft.

Use of Information: Polling enhances collaboration by enabling presenters to quickly determine participant preferences.

Choice/Control:

  • Presenters can restrict poll availability according to participant role (organizer, presenters, everyone) when the Poll is not being shown to all participants. If a poll is not available to you, it cannot be seen in your content list when it is not currently being shared, and the Poll cannot be saved to your local computer.

  • Presenters can open or close a poll for voting and clear poll results at any time.

PowerPoint Collaboration

What This Feature Does: Microsoft PowerPoint Collaboration allows Attendee users to show, view, and annotate PowerPoint presentations during an online meeting.

Information Collected, Processed, or Transmitted:

Your actions drive all uses of PowerPoint Collaboration – whether you are uploading, navigating through, or annotating a PowerPoint presentation. Any file presented in a meeting will be transmitted to all meeting participants, and they will be able to retrieve it directly from a folder on their computers. The file owner or presenter can restrict others from saving the file, but this does not restrict them from retrieving or seeing it.

PowerPoint files are stored on Lync Server according to the meeting content expiration policies defined by your enterprise administrator. No information is sent to Microsoft.

Use of Information: Collaborating with PowerPoint helps meeting participants deliver effective presentations and receive feedback.

Choice/Control:

  • Presenters can restrict annotation privileges according to participant role (presenters only, everyone, none) by doing the following:

    1. From the Join Information and Meeting Options dialog box in the conversation window, click Meeting Options.

    2. Under Privileges, in the Annotation Privileges drop-down list, click the option you want.

    3. Click OK.

  • Presenters can restrict participants from viewing slides that are not being presented by doing the following:

    1. From the Join Information and Meeting Options dialog box, click Meeting Options.

    2. Under Privileges, in the View Privately drop-down list, click the option you want.

    3. Click OK.

Note:  This privilege can be set according to participant role (presenters only, everyone, or none).

  • Presenters can restrict PowerPoint presentation availability according to participant role (organizer, presenters, everyone) when the PowerPoint presentation is not being shared. If a PowerPoint presentation is not available, you cannot see it in your content list when it is not being shared and cannot save it to your computer.

Recording

What this feature does: Recording allows presenters using Lync to record all aspects of a Lync meeting, including who entered the meeting, audio, video, and content, such as instant messaging conversations, program sharing, PowerPoint presentations, polling, 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 a 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 for meetings, 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 who are 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

Additionally, regardless of the device or client being used, a participant using video in a full screen during a meeting will not be signaled that a recording has started until he or she returns to the conversation window.

Voice Quality Improvements

What This Feature Does: Attendee 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), Attendee 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 only shown 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: Attendee does not allow you to turn off call quality notifications.

Whiteboard Collaboration

What This Feature Does: Whiteboard Collaboration allows you to share virtual whiteboards in Attendee and annotate them during online meetings.

Information Collected, Processed, or Transmitted: Annotations made on whiteboards will be seen by all participants. Whiteboards are stored on Lync Server according to meeting content expiration policies. No information is sent to Microsoft.

Use of Information: Whiteboard Collaboration enhances collaboration by enabling meeting participants to discuss ideas, brainstorm, take notes, and so on.

Choice/Control: Presenters can restrict whiteboard availability according to participant role (organizer, presenters, everyone) when the whiteboard is not being shown to all participants. If a whiteboard is not available to a user, he or she cannot see it in their content list and cannot save it to his or her computer.

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