Privacy supplement for Microsoft Lync Web App 2010

Last updated: January 2013

Contents

Client-Side Logging

Desktop/Program Sharing

Desktop/Program Sharing Control

In-Meeting (Multi Party) Instant Messaging

Meeting Attachments

Meeting Dial-out / Invite By Phone

Polling

PowerPoint Collaboration

Recording

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 Web App communications software when Microsoft Lync Server 2010 is deployed by the enterprise that is hosting the conference. If the enterprise that established the conference is using 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 the enterprise administrator for the hosting party or the service provider.

Client-Side Logging

What This Feature Does: Client-side Logging enables you to log Lync Web App usage information in Lync Web App program memory and an ability to save logs at a location of your choice. If you decide to provide logging information to the Microsoft support team, it can be used for troubleshooting any Lync Web App issues you may experience.

Information Collected, Processed, or Transmitted: If you enable Client-Side Logging, information such as the following will be stored at the location you indicate: meeting subject, location, session initiation protocol (SIP) messages header information, information about the sender and receiver of each Lync Web App message, the route that the message took, names of any programs you share, names of any attachments you share, names of any Microsoft PowerPoint files you share, names of any Whiteboards you share, names of any polls you share, poll questions that were shared and an index of the option you voted. The contents of your Lync Web App instant messaging (IM) conversations or any other in-meeting content are never logged. No information is automatically sent to Microsoft, but you can choose to manually send the logs.

Use of Information: Client-side logs can be used to troubleshoot Lync Web App issues.

Choice/Control: Client-side Logging is turned off by default and must be turned on by the user as follows:

  1. From the Gear Box menu, click Options.

  2. Select the Enable logging check box. Clearing this check box means usage information will not be logged.

  3. Click OK.

Desktop/Program Sharing

What This Feature Does: Desktop/Program Sharing enables you to share a view of your computer’s screen or specific programs that you are running with other participants in your Lync Web App conversation.

Desktop/Program Sharing in Lync Web App is possible only if you install a plug-in. The first time you attempt to initiate Desktop/Program Sharing, you will be prompted to install the plug-in. You do not need to install the plug-in in order to view a shared desktop or program.

Information Collected, Processed, or Transmitted: If you start a sharing session, depending on what you are sharing, all conversation 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 conversation participants.

Choice/Control:

To start Desktop/Program Sharing during an ongoing Lync Web App meeting:

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

  2. From the menu, select Desktop, or Program.

  3. In the dialog that opens, select a monitor (if you are sharing your desktop and have more than one monitor) or one or more program (if you are sharing a program).

To stop sharing your desktop program:

  1. 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 a Lync Web App conversation.

    • Certain applications, such as Visio, Excel, and Notepad, cannot be shared on a per-window basis. This means that if you have multiple windows of the application open, Lync Web App will share all open (non-minimized) windows. Lync Web App will display a sharing border around all shared windows to indicate that they are being shared.

    • In Windows 8, although the sharing bar may not display, if the user moves out of the desktop mode, parts of the screen that overlap with the application shared originally may continue to be presented.

Desktop/Program Sharing Control

What This Feature Does: Sharing Control enables you to grant control of your desktop or a program to someone else in the same meeting that is using either a Microsoft Lync 2010 client, a Lync Web App client, or a Microsoft Lync 2010 Attendee client 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 your Lync Web App conversation will be able to view these changes as they are made. No information is sent to Microsoft.

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

Choice/Control:

To share control of your desktop in the conversation, do the following:

1.In the conversation window, click the Share button, and then share what you want to (your desktop, for example).

2.Select the person from the Give Control menu on the Sharing bar at the top of the screen.

To revoke control of your desktop from a remote party:

1.Click the Give Control menu on the sharing bar at the top of the screen.

2.Select Take Back Control.

In-Meeting (Multi Party) Instant Messaging

What This Feature Does: The In-Meeting Instant Messaging feature allows you to send and receive text messages to the participants in a Lync Web App meeting. Messages sent are broadcasted to all participants

Information Collected, Processed, or Transmitted: Instant messages are transmitted to all conversation participants (except those joining only by telephone) who have joined the conversation. No information is sent to Microsoft.

Use of Information: You can use IM to collaborate with other meeting participants by, among other things, sharing written text such as a web address, draft language for a document, and so on.

Choice/Control: To enable the In-Meeting Instant Messaging feature, the user must click the IM button in the conversation window.

Important:  Lync Web App does not allow the user to save instant message transcripts, but any participants using Lync may be able to save the IM conversation transcript on their computer.

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 Lync Server 2010 according to meeting content expiration policies as defined by the enterprise administrator for the individual hosting the conference. 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 to your role, you cannot see it in your attachments list.

Meeting Dial-out / Invite By Phone

What This Feature Does: The Meeting Dial-Out feature allows Lync Web App users who are present in a meeting to join the audio of the meeting by requesting the meeting to call on the PSTN or mobile phone number that the user specifies.

The Invite By Phone feature allows Lync Web App users present in a meeting to add a PSTN or mobile phone 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). In case of international calls, the gateway number may get shown as the caller ID, occasionally. As soon as the PSTN user answers the phone, he or she will immediately be joined into the meeting. A roster entry with the phone number of the invited participant is created and is visible to other participants in the meeting, if the Invite by Phone feature is used.

Use of Information: The organizer’s caller ID is sent out to the PSTN user being invited to the meeting. No information is sent to Microsoft.

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 are okay with joining the AV meeting, so they are aware they are being joined to a meeting. The PSTN user could also choose not to accept the call.

Polling

What This Feature Does: Lync Web App users can conduct a poll and gather anonymous responses from participants during online meetings and conversations.

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 the enterprise administrator for the individual hosting the conference . No information is sent to Microsoft.

Use of Information: The Polling feature 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 your role, 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: Lync Web App users can view and annotate PowerPoint presentations during an online conversation or meeting. Lync Web App users do not have the ability to upload and present a PowerPoint presentation from their computer; however, if the presentation is available in the meeting (if it was uploaded into the meeting by a Lync user), then Lync Web App users can present.

Information Collected, Processed, or Transmitted:

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

Use of Information: Collaborating with PowerPoint helps conversation 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: This feature displays a recording notification when someone is using a recording compatible client (for example, Lync) to record voice and content of the meeting when you are joining the meeting using Lync Web App.

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.

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

Choice/Control: The ability to record is not available in Lync Web App. However, if someone in the meeting using a compatible client (for example, Lync) is recording, a persistent footer mentioning that “Others are recording…” is shown with the list of the first 10 recorders available in its hover tooltip. If you don’t want to be a part of the recording, you can choose to exit the meeting.

Whiteboard Collaboration

What This Feature Does: This feature allows you to share virtual whiteboards in Lync Web App and annotate them during online meetings and conversations.

Information Collected, Processed, or Transmitted: Annotations made on whiteboards will be seen by all participants. Whiteboards are stored on Lync Server 2010 according to meeting content expiration policies. No information is sent to Microsoft.

Use of Information: The Whiteboard feature 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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