Microsoft Teams privacy notice statement
Public Services and Procurement Canada (PSPC) uses Microsoft 365 (M365) as an electronic collaboration tool.
Personal information may be collected through call recordings and transcriptions in the Microsoft (MS) Teams application, in accordance with the Policy on Service and Digital. The is information is generally collected to:
- document discussions
- take notes
- support accessibility within the application
When collected, it is stored in the OneDrive accounts of the users concerned.
Types of information collected
When a meeting is recorded, personal information may be visual, audio or contextual in nature. This information may include, but is not limited to:
- facial images and other visual characteristics
- voices and other sound characteristics
- sociodemographic information
- family status
- the presence of other individuals and/or animals in the environment
When the transcription option is enabled, personal information may include:
- first and last name
- username
- profile picture
Use and protection of personal information
This information is described in PSPC’s Class of Personal Information entitled Video Call Recordings and Transcriptions. It is protected, used, and disclosed in accordance with the provisions of the Privacy Act.
Your choices
If you do not wish for your personal information to be collected during a video recording, you may:
- leave the call at the start of the recording
- turn off your camera and microphone
If the transcript is enabled, you may leave the call to prevent the collection of your personal information.
Retention and storage
- Video recordings and transcriptions are retained in the application for up to 30 days
- Chat conversations are deleted after 7 days
- Files shared in conversations remain in the OneDrive accounts of the users concerned
Information stored in OneDrive:
- is hosted on servers located in Canada
- is encrypted
- is not currently subject to an official (defined) retention period
Your rights
Under the Privacy Act, you have the right to access and correct your personal information, if erroneous or incomplete.
Contact information
If you require clarification about this privacy notice, you may contact PSPC’s Access to Information and Privacy Directorate by email at tpsgc.vieprivee-privacy.pwgsc@tpsgc-pwgsc.gc.ca. If you are not satisfied with the response to your privacy concern or if you want to file a complaint about the handling of your personal information, you may wish to contact the Office of the Privacy Commissioner of Canada.