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Privacy Policy for Microsoft Teams Usage

This privacy policy outlines how Ayup Creative Ltd, processes your personal data when you use Microsoft Teams for communication and collaboration purposes. This policy applies to all interactions with our team members, clients, and prospects, and complies with UK data protection laws, including the UK GDPR and Data Protection Act 2018.

Data We Collect and Process

When you participate in Microsoft Teams meetings, conversations, or other activities with Ayup Creative Ltd, we process the following personal data:

  • Profile information (name, email address, profile picture)
  • Meeting and conversation content, including chat messages, shared files, and attendance records
  • Audio, video, and screen sharing activity when participating in meetings
  • Creative assets, designs, and other project materials shared during sessions
  • Recordings of meetings (when enabled)
  • Transcriptions of meetings (when enabled)
  • Data processed by Microsoft 365 Copilot for meeting summaries, action items, and insights

Legal Basis for Processing

We process your data under the following legal bases as required by UK GDPR Article 6:

  • Legitimate interests (to provide our creative services effectively)
  • Performance of a contract (when you engage our agency for services)
  • Consent (for specific processing activities such as recording presentations)

How We Use Your Data

Your data is used to:

  • Facilitate creative presentations and pitches to prospects
  • Document project scoping discussions and requirements
  • Track progress updates and client feedback
  • Record creative decisions and approvals
  • Generate transcripts to improve accessibility and record-keeping
  • Process meeting content with Microsoft 365 Copilot to identify action items, create summaries, and provide insights
  • Create and maintain accurate project documentation
  • Improve our service delivery and creative processes

Data Retention

We have a standard data retention policy for meeting recordings and transcripts. Generally, these are retained for 120 days from the date of creation before being automatically deleted. However, if a recording or transcript is deemed up to date and useful for the services we provide, it may be retained for a longer period. This decision will be made on a case-by-case basis, considering factors such as ongoing project relevance, training purposes, or compliance requirements. In such cases, the data will be stored securely and accessed only by authorised personnel.

Recording and Transcription

When a meeting is being recorded or transcribed:

  • All participants will be notified before recording begins
  • The purpose of the recording will be clearly communicated
  • Participants can choose to turn off their camera or use the chat function if they do not wish their face or voice to be included
  • For client presentations and pitches, recordings may be used internally for training and improvement purposes
  • For project meetings, recordings may be used to ensure accurate implementation of client requirements

Microsoft 365 Copilot Processing

Microsoft 365 Copilot may process meeting content to:

  • Generate meeting transcripts, summaries, briefs, and notes
  • Identify and extract action items and milestones
  • Provide insights and recommendations for project management
  • Enhance collaboration through AI-assisted features
  • Help organise creative feedback and revision requests

Data Sharing

Your personal data may be shared with:

  • Relevant team members working on your project
  • Our IT team for service provision
  • Microsoft and its processors for service delivery
  • Subcontractors (only when necessary and with appropriate safeguards)

We will not share your data with third parties for marketing purposes without your explicit consent.

Microsoft Services Privacy Policies

For detailed information on how Microsoft processes data in Teams and Copilot, please visit the following resources:

Your Rights

Under UK data protection law, you have rights regarding your personal data, including:

  • The right to access your data
  • The right to rectification
  • The right to erasure
  • The right to restrict processing
  • The right to object

To exercise these rights, please reach out to our Data Protection Officer.

Intellectual Property

Please note that while we respect your privacy rights, this policy does not address intellectual property rights to creative content shared or developed during Teams meetings. Such rights are governed by our service agreements and contracts.

Changes to This Policy

We may update this policy periodically to reflect changes in our practices or legal requirements. We encourage you to review this policy periodically for any updates. Your continued use of Microsoft Teams as a communication method with Ayup Creative Ltd after any modifications to the policy will constitute your acknowledgment of the changes and your consent to abide by the updated terms.

Contact Information

If you have questions about this policy or how we handle your personal data, please out our Data Protection Officer at [email protected].