Integra’s Privacy Policy For Microsoft Teams 

Integra LifeSciences Teams privacy policy for Microsoft Teams, is being shared with you to: 

  • Inform you about your personal data collected and processed when you attend Microsoft Teams meetings organized by an Integra LifeSciences employee/s. 
  • Define guidelines for the use of Microsoft Teams and its features and how to protect personal information shared through Teams. 

This policy applies to all internal and external participants in Microsoft Teams meetings hosted by Integra LifeSciences employees. 

WHAT PERSONAL DATA DO WE COLLECT AND FOR WHAT PURPOSES? 

Access to Microsoft Teams meetings 

When you participate in Microsoft Teams meetings hosted by an Integra LifeSciences employee, we may collect your email address, O365 ID, profile picture, name, and phone number (if you are attending the meeting by phone). This information is visible in the gallery during a meeting to give an overview of the participants and may also be recorded to show who attended a meeting. This personal data will only be used for the purposes of managing and authenticating your access to the meeting, viewing participants and, where applicable, managing meeting recordings. Chat conversations and files shared during the meeting are also stored in Teams. 

Recording Microsoft Teams meetings 

The Integra LifeSciences employees who organizes a Teams meeting must obtain consent that they will be recording a meeting. The meeting participant cannot be recorded unless there is informed consent from the participants. Guests or meeting participants may not start or stop recording. Once the recording has started (or stopped), you are clearly informed by a banner at the top of the screen. When you connect by phone, an information message is played at the start and end of the recording. Informed consent is given by unmuting your device. 

The recordings may be kept 

  • 6 months for all recordings (default) 
  • 2 years for "Training" type recordings (meeting or presentation aimed at internal training) 

Recordings will be used exclusively 

  • For knowledge sharing purposes (e.g. to share the meeting recording with guests who were unable to attend the meeting). 
  • For training purposes within Integra LifeSciences (e.g. to record online training courses and make them available to the entire Integra LifeSciences organization via the Integra LifeSciences intranet and / or other O365 apps). 

The meeting recordings will then be accessible as follows 

  • The participant who started the recording or the meeting organizer can share the recording, like any document stored on their OneDrive space within Integra LifeSciences (e.g. to the group or channel level, or to specific people, or the entire company). However, sharing of recordings at the corporate level requires the consent of all participants. 
  • Recordings of chat conversations in Microsoft Teams should only be shared with users who are not in the chat and there needs to be prior consent of all chat participants. 
  • The meeting recording should only be shared with external participants with prior consent of all meeting participants. 

Storage 

  • Teams meeting with scheduled recording (with invitations), the recording is stored in the OneDrive space of the meeting organizer. 
  • Teams meeting where a recording is triggered (immediate or scheduled), the recording is stored in the SharePoint Online site associated with the Teams channel.

Share contents 

Meeting participants should not share content with special categories of data (health data, religious beliefs, etc.). Confidential or sensitive information should not be shared in any meetings without prior consent from appropriate individuals including but not limited to your direct manager, legal, compliance, IS security, etc.. 

Customization of an individual’s background 

Anyone attending a meeting has the option to customize their background by uploading photos, images, etc. This functionality is not intended to collect personal data. The upload of inappropriate images is not allowed. 

WHERE DO WE STORE YOUR PERSONAL DATA? 

Your personal data will be stored within Integra LifeSciences O365 tenant, in Microsoft's cloud platform. Integra LifeSciences acts as data controller. Microsoft acts as a processor and processes your personal data exclusively for the purpose of providing Integra LifeSciences with Microsoft Teams meeting functionality, except for legitimate Microsoft business operations. For the latter, Microsoft acts as data controller. 

See Microsoft's privacy policy for more information.

WHAT ARE MY PRIVACY RIGHTS AND HOW CAN I EXERCISE THEM? 

You have the right to access, rectify and delete your personal data at any time. You also have the right to object to the recording of a meeting. In a training context, you understand you will not be able to participate in the training or the meeting if you do not consent to the recording. You can send requests and questions to [email protected].