Last updated: February 2015
Contents
Privacy supplement for Microsoft Lync Room System
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, we recommend you read both the Privacy statement for Microsoft Lync products and this supplement.
This privacy supplement addresses the deployment and use of Microsoft Lync Room Systems deployed within your enterprise. If you are using Microsoft Lync Room System as part of an online solution or service (in other words, if a third party [for example, Microsoft] is hosting the servers upon which the software runs or connects), information will be transferred to that third party. To learn more about the use of the data being transferred to that third party, please consult your enterprise administrator or your service provider.
Automatic Image Update
What This Feature Does: Image Update downloads Lync Room System software updates from your enterprise’s network and installs them on the Lync Room System. Your enterprise’s administrator controls which location is used for update.
Information Collected, Processed, or Transmitted: If your administrator chooses to enable Image Update, information about who is logged on the device, the version of your Lync Room System software, and device information is sent to a server in your enterprise. No personal information is sent to Microsoft.
Use of Information: If a different version of Lync Room System software is available, Image Update automatically downloads and installs it on the Lync Room System. This update will be downloaded from your enterprise’s network.
Choice/Control: The user of Lync Room System cannot control any aspect of Image Update. Only the enterprise’s administrator can decide whether to enable or disable Image Update.
Client-Side Logging
What This Feature Does: Client-side logging collects information that the second-level support team can use to determine the cause of an issue. Client-Side Logs are stored locally on the user’s computer.
Information Collected, Processed, or Transmitted: When Client-Side Logging is enabled specific usage information will be logged and stored on the user’s computer. For example meeting subjects and locations; session initiation protocol (SIP) messages; responses to Lync invites; information about the sender and receiver of instant messages and the route the message took; the users Contact list and presence information; the names of any applications, attachments, Microsoft PowerPoint files, whiteboards, or polls they shared to include any poll questions that were shared and an index of how they voted are all logged in the client-side logs. The contents of Lync conversations are not stored (instant messages, PowerPoint decks, whiteboard contents, notes, poll details, etc.) in the client-side logs. No information is sent to Microsoft.
Use of Information: The information collected in the client-side logs can be used by the user’s customer support or can be sent to Microsoft to troubleshoot Lync issues.
Choice/Control: Client-Side Logging is off by default. The enterprise administrator can enable or disable this feature for each individual room through the admin settings control.
Desktop & Application Sharing
What This Feature Does: Desktop & Application Sharing allows users to collaborate over video chat while also sharing their desktop or selected application with everyone in the meeting enabling them to share and edit files as if they were in the same room as their colleagues. Users can also deliver Microsoft PowerPoint presentations 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.
Information Collected, Processed, or Transmitted: If sharing is initiated, depending on what is being shared, all conversation participants will be able to see the monitor(s), entire desktop, or selected application on their computer’s screen. No information is sent to Microsoft.
Use of Information: You can use Desktop & Application Sharing to collaborate with conversation and meeting participants.
Choice/Control:
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Plug in cable, VGA or HDMI, into your laptop
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Make sure your laptop is set to one of the display options other than “Computer Only.”
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Once the cable is plugged in and projecting, in the bottom of the Lync console UI, click Yes to start projecting in the room.
Important: Documents or pictures that are open on your desktop that are protected by Digital Rights Management (DRM) software may be visible to others with whom you share your desktop in a Lync conversation.
Emailing Whiteboard
What This Feature Does: For a scheduled Lync Meeting, users will be able to select the whiteboards of their choice that have been created as part of their Lync Meeting and email it to the meeting organizer. In the event of an ad hoc or Meet Now Meeting, user will be able to select a single email address from the exchange directory.
Information Collected, Processed, or Transmitted: All active whiteboard and active whiteboard content will be emailed. Users will have the ability to select the whiteboard they choose to email. No information is sent to Microsoft. No information is stored on the Lync Room System PC. It is temporarily cached and deleted at the end of the process. The system will also be set to default to not retain sent emails in the exchange folder.
Use of Information: The user can use this information to retain meeting notes from the Lync meeting.
Choice/Control: User can choose whether or not they want to send email at all. If user ends the meeting, all whiteboard information as part of meeting will be closed out. In the event the user choose to email whiteboards, they will also have a choice of which whiteboard they would want to email. Sent email is off by default. Your enterprise administrator can enable and disable the sent mail retention feature for your enterprise.
From Lync Room System Console
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On the bottom right corner of the Lync Console UI, click Email Whiteboard.
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A list of available whiteboards will be presented.
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Select or deselect the whiteboards to email by clicking on the check box next to each whiteboard name.
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Click Send to email the whiteboard.
Emergency Services (911)
What This Feature Does: When made available by the enterprise administrator Emergency Services allows Lync to transmit a location to a third-party routing service provider selected by the customer. The third-party routing service provider will then transmit the location to the emergency responders when an emergency services number is dialed (such as 911 in the United States). When enabled, the location information transmitted to emergency services personnel is the location that the enterprise administrator has assigned to each user (for example, building and office number) and entered into the location database or, if such a location is not available, the location users may have manually entered in the Location field. If a user dials emergency services while using Lync via a wireless Internet connection, while they are still in their work location, the location information transmitted to emergency responders will be merely an approximate location based on the location assigned to the wireless endpoint with which their computer is communicating. The location information of that wireless endpoint, moreover, is input manually by the enterprise administrator, and therefore, the location information transmitted to the emergency services personnel may not be the user’s actual physical location. To be fully functional this feature requires the enterprise to retain a routing service provided by certified solution providers, and the service is only available within the United States.
Information Collected, Processed, or Transmitted: The location information obtained by Lync is determined by the automatic location information populated by the Location Information Server or by the location information manually entered in the Location field by the user. This information is stored in memory on the user’s computer, so when an emergency services number is entered, this location information is transmitted with the call for the purpose of routing to the appropriate emergency services provider and providing their approximate location. Their location may also be sent using an instant message to a local security desk. For emergency calls, the call detail record will contain their location information. No information is sent to Microsoft.
Use of Information: Location is used for routing the call to the appropriate emergency services provider and for dispatching emergency responders. This information can also be sent to the enterprise's security desk as a notification with the caller’s location and call back information.
Choice/Control: This feature is off by default. The enterprise administrator enables it. Check with your enterprise administrator to determine if this feature is available. There is no ability for you to control whether a location is acquired automatically or transmitted to emergency dispatchers when an emergency call is made.
Note: The enterprise administrator can restrict the emergency calling capability to your work location, so you should check with your administrator for information about the extent to which the emergency calling functionality is available.
Endpoint Protection and Automatic Updates
Note about Endpoint Protection and Automatic Updates: If you choose to activate the Endpoint Protection, it is important to keep the software up to date. Microsoft recommends that you choose to update the software automatically. However, if you choose not to automatically update the software or withdrawal your consent to accept automatic updates, Microsoft recommends that you implement an alternative method of updating the software on a regular basis, or uninstall the software. For more information, see the Endpoint Protection Privacy Statement.
Lync Improvement Program
What This Feature Does: The Lync Improvement Program (LIP) collects information about your Lync Room System experience and sends it to Microsoft every time you use Lync Room System. Microsoft uses this information to create solutions to common problems and to help improve Lync Room System and other Microsoft products.
Information Collected, Processed, or Transmitted: The information sent to Microsoft can include info about how you use Lync Room System, performance and reliability, device configuration, and network connection quality, as well as error codes, error logs, and exception data. The LIP might also send info about you and your device, such as your user name or IP address, but this info is anonymized before it’s stored on Microsoft servers.
Use of Information: The data collected by the Lync Improvement Program is used by Microsoft to identify common login issues and trends in order to assist the user in troubleshooting and resolving their login issue and to help improve the Lync Room System 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 Lync Improvement information to Microsoft, or allow you to choose your setting. This setting can be changed by the user in the options dialog. This setting can also be set by the administrator using a group policy setting. If the administrator has set this setting for their organization, the user will not be asked to send this data to Microsoft.
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.
Quality of Experience (QoE) Data Collection and Reporting
What This Feature Does: Quality of Experience (QoE) Data Collection and Reporting collects and reports media quality of peer-to-peer communications and meetings using Lync. These statistics include IP addresses, loss rate, devices used, poor quality events that occurred in the call, and so on.
Information Collected, Processed, or Transmitted: If the enterprise administrator enables QoE, media quality data of peer-to-peer communications Lync and meetings are recorded in the QoE database. This capability does not record the content of the Lync. The QoE data is stored in the Monitoring Server backend database deployed in the enterprise and reported in a set of standard Monitoring Server reports. No information is sent to Microsoft.
Use of Information: The enterprise administrator has access to this information and can use it to collect feedback on the quality of media that is flowing in the system. This includes user IP addresses.
Choice/Control: QoE is turned on by default, but the enterprise administrator must install a Monitoring Server, connected to a Monitoring Server backend database, to collect the QoE data. The enterprise administrator can deploy the standard Monitoring Server reports or create custom reports querying the Monitoring Server database.
Smart Cropping
What This Feature Does: When a user is sharing video during a video conference, Smart Cropping will determine the location of the user’s head within the field of view of their webcam using facial detection. Once the location of the users head is determined, the Lync client translates that into coordinates and adds the coordinates to the video bit stream it is sending. The receiving Lync client uses that information to crop the incoming video bit stream from its native (landscape) aspect ratio according to the rectangle coordinates in order to center the user’s head in the cropped video. Smart Cropping is a real-time function that continuously monitors the user’s movements adjusting the coordinates placed in the video bit stream allowing the receiving Lync client to adjust the video cropping, keeping the users head centered in the video view.
Information Collected, Processed, or Transmitted: The coordinates of the user’s head within their cameras field of view is added to the video bit stream. No information is sent to Microsoft.
Use of Information: The coordinates will be used to crop the correct part of the incoming video.
Choice/Control: This feature cannot be disabled.
Note: Users of legacy Lync clients and Lync for mobile devices will see the full aspect ratio of the video being sent.
