Privacy supplement for Microsoft Lync 2013 for Windows Phone

Last updated: December 2013

Contents

Privacy supplement for Microsoft Lync 2013 for Windows Phone

Call Delegation (Call Forwarding/Simultaneous Ring)

Client-side Logging

Contact Card

Conversation History

Customer Experience Improvement Program (CEIP)

Desktop and Application Sharing

Emergency Services

Location Sharing

Personal Picture

PowerPoint Collaboration

Presence and Contact Information

Privacy Mode

Push Notifications

Send As Email

Save Logs

Sign-in Error Reporting

Unified Contact Store

Voice Quality Improvements

Privacy supplement for Microsoft Lync 2013 for Windows Phone

This is a supplement to the Privacy Statement for Microsoft Lync 2013 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 2013 for Windows Phone on your enterprise’s mobile devices. If you’re using Microsoft Lync Server communications software as a service (in other words, if a third party [for example, Microsoft] is hosting the servers on 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, check with your enterprise administrator or your service provider.

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Call Delegation (Call Forwarding/Simultaneous Ring)

What This Feature Does: Call delegation lets users assign one or more delegate(s) that can make or answer calls, and set up and join Lync Meetings on your behalf. Users can also choose to automatically forward calls to voice mail, another number or delegate, or simultaneously ring both their primary number and an alternate number such as a mobile device, delegate, or call-group.

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 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 receives 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 for whom they are a delegate.

Choice/Control: By default, call delegation is off and can be enabled or disabled as follows:

  1. In Lync 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:  Only previously defined delegates are available on the mobile device. Delegates must be configured from the Lync desktop client.

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Client-side Logging

What This Feature Does: Client-side logging enables you to log your Lync for Windows Phone usage information. The information can be used for troubleshooting any issues you might experience with Lync for Windows Phone.

Information Collected, Processed, or Transmitted: When client-side logging is enabled, information such as your device ID, user alias and domain, presence data, message details, logon history, Contacts list, and client configuration data are stored locally on your device. The contents of your Lync conversations are not stored. No information is sent to Microsoft.

Use of Information: The information collected in the client-side logs can be used by your enterprise’s customer support, or can be sent to Microsoft to help troubleshoot problems (see the Send Logs section).

Choice/Control: By default, client-side logging is off and can be enabled or disabled as follows:

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

  2. Tap Logging from the list of options.

  3. On the Logging options page, slide the Enable Loggingtoggle to On.

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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 enterprise. The contact card also provides one-step to communicate using instant messaging, email, or phone.

Information Collected, Processed, or Transmitted : Contact card information is collected from several locations. Static information such as your name, building, and office number are collected from the enterprise’s corporate directory (such as Active Directory Domain Services). Dynamic information such as calendar free/busy information is retrieved from Microsoft Exchange Server and location information is retrieved in several ways (see the Location section). Phone numbers can be retrieved from the corporate directory or entered manually by the user. Presence information is managed by Lync using the Outlook calendar (if enabled by the user), or entered manually by the user. No information is sent to Microsoft.

Use of Information : The contact card information is shared with the people in your organization by Lync Server.

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

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Conversation History

What This Feature Does: Conversation History stores your instant message conversations in secure storage on your device.

Information Collected, Processed, or Transmitted: Conversation History stores the content of your instant message conversations and statistics about your voice conversations such as date, time, duration, and caller details locally on your device. Instant message conversation history created by Lync for Windows Phone is not stored in your Outlook Conversation History folder. No information is sent to Microsoft.

Use of Information: Lync displays this information on the Chats tab in the main user interface, which enables users to view and continue their past conversations.

Choice/Control: Conversation History is enabled and disabled by your enterprise administrator.

Conversation history can be deleted as follows:

  1. From the conversations list, tap and hold on the conversation you want to delete

  2. Tap delete conversationin context menu.

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Customer Experience Improvement Program (CEIP)

What This Feature Does: If you choose to participate, the Customer Experience Improvement Program (CEIP) collects basic information about how you use your programs, your computer or device, and connected devices. We also collect information about how each is set up and performing. These reports are sent to Microsoft to help improve the features our customers use most often and to create solutions to common problems. 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 the feature 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 off by default. The enterprise administrator can enable or disable CEIP for their organization. If the enterprise administrator has not configured CEIP for the organization, the user will be given the opportunity to sign up during the initial installation process. If the enterprise administrator has not disabled the CEIP control, users can change their CEIP choice at any time using the following steps:

  1. In Lync for Windows Phone, go to Settings.

  2. Select Help us improve Lync.

  3. Turn the setting on or off from the Help us improve Lync page, slide the toggle to On or Off.

Note:  If the administrator changes the setting to enable or disable CEIP while the user is already using Lync, the new setting will take effect only after the user exits Lync and signs back in.

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Desktop and Application Sharing

What This Feature Does: Desktop and Application Sharing lets users collaborate over video chat while also sharing their desktop or selected application with everyone in the meeting. This enables them to share and edit files as if they were in the same room as their colleagues. Users can also deliver Microsoft PowerPoint presentations (see the PowerPoint Collaboration section) and collaborate with others on a virtual whiteboard, which is a fresh page for notes and drawings that everyone in the meeting can use together. When a user initially shares their desktop or an application, they are the only one in control. If the user chooses, they can allow other users to take control of their shared desktop or application, navigate, and make changes using their own mouse and keyboard.

Information Collected, Processed, or Transmitted: If sharing is initiated by another meeting participant, Windows Phone users can see the shared desktop or application on their screen. No information is sent to Microsoft.

Use of Information: The information shared is used by meeting participants to collaborate over video.

Choice/Control: Lync for Windows Phone users can only view the desktop or application that is shared by another meeting participant. They cannot take control of or interact with the shared desktop or application, nor can they share the desktop or applications running on Windows Phone with other meeting participants.

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Emergency Services

Important:  We recommend that you DO NOT use Lync for Windows Phone to contact an emergency services provider, such as 911 in the United States. Lyncfor Windows Phone DOES NOT have the ability to determine your actual physical location; therefore, if you use Lyncfor Windows Phone to contact emergency services providers, the providers won’t be able to determine your location. To contact emergency services providers from your device, close Lync for Windows Phone, 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 of the contact card when Privacy Mode is enabled (see the Privacy Mode section).

Important:  Your actual physical location cannot be determined by Lync for Windows Phone. DO NOT use Lync for Windows Phone to dial an emergency service provider, such as 911. 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: Location Sharing displays your location to your contacts and the people within your organization in the contact card. 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 and can be managed from the Lync desktop client.

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Personal Picture

What This Feature Does: Personal picture displays your picture to your contacts and the people within your organization in the contact card.

Information Collected, Processed, or Transmitted: Your personal picture can be uploaded by your organization’s administrator or yourself (if enabled) and stored in your organization’s directory (such as Active Directory Domain Services). It is retrieved by Lync for sharing with your contacts and other users within your organization. No information is sent to Microsoft.

Use of Information: The personal picture 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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PowerPoint Collaboration

What This Feature Does: PowerPoint Collaboration lets users show, view, and annotate PowerPoint presentations during an online conversation or meeting.

Information Collected, Processed, or Transmitted: If a PowerPoint presentation is being shared by another meeting participant, Lync for Windows Phone users can view the presentation on their device. They won’t be able to take control of or interact with the presentation. No information is sent to Microsoft.

Use of Information: The information shared is used by meeting participants to collaborate over video.

Choice/Control: Windows Phone users can only view a PowerPoint presentation being shared by another meeting participant. They cannot upload, annotate, or share PowerPoint presentations from their device.

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Presence and Contact Information

What This Feature Does: Presence and contact information lets users view presence and contact information of other members of their organization as well as their personal contacts (both inside and outside the organization). Your administrator can also configure integration with Outlook and Exchange Server in order to 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’s associated with your sign-in address. 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 your Contacts list. No information is sent to Microsoft.

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

Choice/Control: By default, Privacy Mode is off, and it can be enabled and disabled by your enterprise administrator. 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 or a new call on your mobile device. The notification can be given in a number of ways—including a call ring, a pop-up notification, a sound, or a different color icon—depending on your device operating system. The notification is generated locally on the device when the device receives a new message or a new call. 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 or calls; it simply disables the notification feature. To stop receiving new messages or calls, you must close Lync for Windows Phone.

Information Collected, Processed, or Transmitted: No information is collected, processed, or transmitted by the mobile device. No information is sent to Microsoft. All messages & calls sent to your device from other Lync users pass through the Microsoft Push Notification service for delivery to your device. After a conversation is established, all messages and calls travel directly between the participants of the conversation.

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, tap the “…” button in the bottom app bar, and then 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 lets the user send their Lync for Windows Phone conversation history as an attachment to a user-designated email address.

Information Collected, Processed, or Transmitted: The 50 most recent incoming and outgoing 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 message to the email address designated by the user. No information is sent to Microsoft.

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

Choice/Control: To use Send As Email the user must have email enabled on their device. For information about how to enable and configure email, see the device’s user guide.

Instant message conversation history is sent as follows:

  1. From the Conversation Window, tap the “…” button in the bottom app 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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Save Logs

What This Feature Does: Save Logs allows the user to save the client-side logs to Microsoft to help investigate any audio or connectivity issues that might be encountered (see the Client-side Logging section).

Information Collected, Processed, or Transmitted: If client-side logging is enabled, only the information that client-side logging collects is sent. Client-side logs aren’t automatically sent from your device. Instead, logs are sent only when logging has been enabled on your device (see the Client-side Logging section).

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: To use Send Logs the user must have email enabled on their device. For information about how to enable and configure email, see the device’s user guide.

Client-side logs can be sent as follows:

  1. In Lync for Windows Phone, on the my info view, tap the “…” button in the bottom app bar, and then select settings.

  2. Select Logging from the list of options.

  3. On the Logging options page, tap Save Logs.

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

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Sign-in Error Reporting

What This Feature Does: The Sign-in Error Reporting feature automatically generates an error report when a user unsuccessfully attempts to sign in to Lync. The user will then be given the option to send the error report to Microsoft.

Information Collected, Processed, or Transmitted: The information collected in the error report contains information such as the quality of the user’s internet connection and any error codes or exception data generated as a result of the failed sign-in attempts. The report may also contain personally identifiable information such as the user’s IP address and Session Initiation Protocol Uniform Resource Identifier (SIP URI). This information may be sent to Microsoft.

Use of Information: The data contained in the Sign-in Error Report is used by Microsoft to assist in troubleshooting and resolving login issues. It will also be used by Microsoft to identify common login issues and trends in order to help improve the Lync login experience.

Choice/Control: This feature is off by default and can be managed by the enterprise administrator. The administrator can choose to always send or never send the sign-in error report to Microsoft or to allow the user to decide.

The user can change their preferences using the following steps:

  1. In the upper right corner of the Lync main window, click Options (gear icon).

  2. On the Lync – Options dialog box, click General.

  3. On the General tab, check or uncheck Automatically send Lync error info to Microsoft.

  4. Click OK.

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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 aggregates contact information from Outlook, Active Directory Domain Services, and presence. This information is used internally by Lync for Windows Phone.

Use of Information: Contact information from Outlook, Active Directory Domain Services, and presence is shown in the Lync for Windows Phone UI.

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

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Voice Quality Improvements

What This Feature Does: Lync sends information to remote parties if it detects device or network issues during a call, to indicate that you may have poor voice quality.

Information Collected, Processed, or Transmitted: If you have a device setup that is adding poor audio in a call (for example, echo or noise), Lync 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’re using. No information is sent to Microsoft.

Use of Information: The information sent to others in the call helps them improve the quality of the call. For example, presenters can mute your line if you’re only listening in on the call.

Choice/Control: Lync doesn’t allow you to turn off call quality notifications.

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