Microsoft Office Live Meeting 2007 Privacy Statement

Last updated: September 2007

Microsoft is committed to protecting your privacy, while delivering services and software that brings you the performance, power, and convenience you desire in your personal computing. This privacy statement explains many of the data collection and use practices of the Microsoft® Office Live Meeting 2007 Service (the "Service").

Microsoft business services are operated by Microsoft on behalf of its business customers or partners. Any personal information you provide through the Service may be shared with the customer or partner who has engaged Microsoft to provide this service, unless explicitly stated otherwise. Please consult with Microsoft's business customer or partner for information about how they handle your personal information.

This disclosure focuses on features that communicate with the Internet and is not intended to be an exhaustive list. It does not apply to other online or offline Microsoft sites, products, or services.

This Service is not intended for the use of children and will not knowingly collect any personal information from children.

Collection, Use and Sharing of Your Personal Information

Microsoft considers personal information collected through the Service to be confidential to you and the business or enterprise customer or partner for the Service where the information was collected. We will collect and use your personal information to provide, operate, and improve the Service.

These uses may include service capacity planning—anticipating, diagnosing, supporting or resolving problems that might limit or disrupt the Services—and improving the quality of the Service. These uses may also include providing you with more effective customer service, as well as making the Service easier to use by eliminating the need for you to repeatedly enter the same information or by customizing the Service to your particular preference or interests.

We may also use your personal information to provide you with important information about the product or service that you are using, including updates and notifications.

Except as described in this statement, we will not disclose your personal information outside of Microsoft and its controlled subsidiaries and affiliates without your consent. We occasionally hire other companies to provide limited services on our behalf, such as technical support, transaction processing, or statistical analysis. We will only provide those companies the personal information they need to deliver the service, and they are prohibited from using that information for any other purpose.

Information that is collected by or sent to Microsoft may be stored and processed in the United States or any other country in which Microsoft or its affiliates, subsidiaries, or agents maintain facilities, and by using a Microsoft site or service, you consent to any such transfer of information outside of your country. Microsoft abides by the safe harbor framework as set forth by the U.S. Department of Commerce regarding the collection, use, and retention of data from the European Union.

Microsoft may disclose personal information about you if required to do so by law or in the good faith belief that such action is necessary to: (a) conform to the edicts of the law or comply with legal process served on Microsoft; (b) protect and defend the rights of Microsoft (including enforcement of our agreements); or (c) act in urgent circumstances to protect the personal safety of Microsoft employees, users of Microsoft sites, products or services, or members of the public.

Access to Personal Information

When you are logged into the Service, you can click on the Manage User Preferences links to modify your personal information. You can also write to us through our Web form, and we will contact you within 30 days regarding your request. Please include the words "data protection" in the subject.

Communication Preferences

The contact information you provide to the Service may be used to send provisioning information as well as information and educational material about the Service. Microsoft may use Web beacons, customized links or similar technologies to determine whether the e-mail has been opened and which links you click in order to help provide you more relevant information. You may opt-out of future information and educational e-mail from the Service by following the specific instructions in the e-mail you receive.

Opting out of informational and educational e-mails will not apply to information critical to your use of the Service and management of your account. You will continue to receive these e-mails periodically unless you cancel the Service.

Security of your information

Microsoft is committed to protecting the security of your information. We use a variety of security technologies and procedures to help protect your information from unauthorized access, use, or disclosure. For example, we store the information you provide on computer systems with limited access, which are located in controlled facilities. When we transmit highly confidential information (such as a credit card number or password) over the Internet, we protect it through the use of encryption, such as the Secure Socket Layer (SSL) protocol.

If a password is used to help protect your accounts and personal information, it is your responsibility to keep your password confidential. Do not share this information with anyone. If you are sharing a computer with anyone you should always choose to log out before leaving a site or service to protect access to your information from subsequent users.

TRUSTe Certification

Microsoft is a licensee of the TRUSTe Privacy Program. TRUSTe is an independent, non-profit organization whose mission is to build trust and confidence in the Internet by promoting the use of fair information practices. Since the Service wants to demonstrate its commitment to your privacy, we have agreed to publish our information practices and have our privacy practices reviewed for compliance by TRUSTe. The TRUSTe program covers only information that is collected through the Service Web sites, and does not cover information that may be collected through software components of the Service.

Enforcement of this Privacy Statement

If you have questions regarding this statement, you should first contact Microsoft at http://go.microsoft.com/fwlink/?LinkId=100982. Please include the words "data protection" in the subject. If you do not receive acknowledgement or your inquiry has not been satisfactorily addressed, you should contact TRUSTe at their Web site, http://www.truste.org/users/users_watchdog.html. TRUSTe will serve as a liaison with the Service to resolve your concerns.

Changes to this privacy statement

We occasionally update this privacy statement to reflect changes in our products and services and customer feedback. When we post changes, we revise the "last updated" date at the top of this statement. We encourage you to periodically review this statement to be informed of how Microsoft is protecting your information.

For More Information

Microsoft welcomes your comments regarding this privacy statement. If you believe that Microsoft has not adhered to this statement, please contact us by using our Web Form.

Microsoft Privacy - UCG
Microsoft Corporation
One Microsoft Way
Redmond, Washington, 98052-6399 USA

Specific Features to Microsoft Office Live Meeting 2007 Service

The Service allows users to hold virtual meetings, including viewing and controlling the computer of other attendees, sharing presentations, and trading files with each other. It is designed to permit others to access and/or control your entire desktop or specific documents and applications on your computer using the internet. It allows for internet telephony and voice recording.

The Microsoft Office Live Meeting Client Privacy Statement describes certain features that apply to the use of the Microsoft Office Live Meeting client with the Service. Applicable sections include, "Recording To My Computer," "Client-Side Logging," "Microsoft Office Live Meeting Help," and "Contact Card."

The remainder of this document addresses the following specific features:

Live Meeting Security Information

Information you publish to the Service is available to those whom you authorize to see the information. In the event that you choose not to use the Service's security access controls, the content that you publish may be available to anyone who enters the address for your meeting in an Internet browser.

Specific Categories of Information the Service Retains or Logs

In the course of running the Service, Microsoft may collect many types of information, and may log that information. Personal information collected or logged may include your name, postal address, e-mail address, telephone number, facsimile number, company name, job title, and information about your company, as well as information about the nature of your usage of our Service, including the number of meeting attendees, duration and frequency of meetings, and total number of meetings. We may also collect and log certain information about your visit, such as the name of the Internet service provider and the Internet Protocol (IP) address through which you access the Internet; the date and time you access Web sites; the pages that you access while at Web sites and the Internet address of the Web sites from which you linked directly to our Web sites.

This can include information collected to assist meeting organizers or administrators in using the Service, such as meeting schedules, attendee lists, subject matter, and content of any Web presentations, live or recorded, visual or audio, and any content uploaded to our servers.

Furthermore, as part of the Service, we collect and log information generated from the client software of meeting participants, including which meeting participants viewed slides during the presentation, questions and answers that are delivered to meeting presenters and participants, slide transitions, notes or annotations made by you and any other meeting participants, application sharing, posting of comments, or requests for prints or downloads of presentations. Some of this information may also be viewed by other meeting participants. We may also collect detailed survey results identified at the user level and how each individual user voted.

This list of types of information collected is not intended to be a complete or exhaustive of the types of information Microsoft may retain or log in the course of running the Service.

Collection and Use of Information about Your Computer

The Service uses software containing Internet-enabled features that collect certain standard information from your computer ("standard computer information") and sends it to Microsoft. Standard computer information typically includes information such as your computer name, IP address, operating system version, browser version; your hardware ID (which indicates the device manufacturer), device name, and version; and your regional and language settings. This information will be used to support, as well as improve, the Service (such as by monitoring the reliability of devices that may impact performance).

Recordings

The Service has the capability to record meetings. Recordings may be stored by the Service or on the user's local machine. The recordings will contain information that can replay the meeting, such as actions taken on the screen and "chat" from the meeting. Administrators and Organizers can limit or remove this capability from conference participants.

The Service includes the capability to allow participants to participate in audio communications, including public switched telephone network (PSTN) teleconferences or Voice over IP (VoIP) audio conversations using your computer or phone conversations through a teleconferencing partner, or both at the same time. The Service also has the capability to allow a participant to record the audio conversations. The Microsoft Office Live Meeting client will indicate when a recording is in progress. For more information, consult the privacy statement for the Microsoft Office Live Meeting client.

By using the Service, all participants agree that their communications may be monitored or recorded at any time during the meeting.

If a participant initiates audio or video recording, it is the participant's responsibility to inform all other meeting participants that they are being recorded and obtain their consent, as applicable. All participants must comply with all applicable laws when using the recording function.

Hidden Attendee Feature

Administrators and Organizers have the capability to remove your alias and other information about you from the display window seen by other attendees. Although information about you is not shown in the display window, it is still accessible from client logs, network traffic, to some participants, and through other means. This Service does not provide for anonymity in meetings. Information about your presence is accessible to other meeting participants.

Preview and Trial Information

Customers who use a Preview or Trial limited-time offer version must consent to be contacted for marketing purposes in return for their use of a Preview or Trial version of the Service. If you have provided consent and no longer wish to be contacted, please click the link at the bottom of any Preview or Trial marketing e-mail to stop receiving marketing e-mails from the Preview or Trial. You may also let us know that you no longer wish to be contacted regarding the Service by contacting us as described under "Access to Personal Information." Additionally, recordings stored by the Service may not be accessible after the offer period has ended, and may be deleted by the Service at any time after the end of the period.

Anti-Virus

The Service scans uploaded files for viruses or other aspects of files that may be harmful to the Service (malware). Files which are identified as possibly containing malware, including those containing personal information, may be used by Microsoft for improving Microsoft's anti-malware technology.

Shared Notes and Text Page Features

The Shared Notes and Text Page features share text with every other participant in the meeting. These features not intended for one-to-one communication.

Live Meeting Outlook Add-in

The Conferencing Add-in for Microsoft® Office Outlook® can be used to schedule meetings on the Service with your Microsoft® Office Outlook software. Privacy details for the add-in are described in the Conferencing Add-in for Microsoft Office Outlook Privacy Statement, specifically the sections on "Client-Side Logging" and "Microsoft Office Communicator Integration." When using the add-in with the Service, the add-in will communicate with Microsoft and deliver user and attendee addresses, as well as the audio leader code. In order to prevent the add-in from automatically communicating with Microsoft, please close your Outlook software or set your download option in Outlook to Work Offline.

Live Meeting Manager Features

Survey and Registration: These features can be used as part of the Service to create and send registrations or surveys to meeting participants or others. Any survey information collected as part of Live Meeting Manager will be associated with the registration information that you have provided, which may include personal information. This information will be available to the organizer who creates the meeting registration, as well as the administrator designated by Microsoft's business customers who purchased the account associated with the registration or survey information.

Cookies: The Service uses cookies to help protect the integrity of the registration process and to personalize the Live Meeting site. A cookie is a small text file that is placed on your hard disk by a Web page server. Cookies cannot be used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you, and can be read by the Service or the Web site in the domain that issued the cookie to you. You have the ability to accept or decline cookies. However, some features of this Service may not run properly if you decline cookies.

Web Beacons: Microsoft Web pages may contain electronic images known as Web beacons—sometimes called single-pixel gifs—that may be used to assist in delivering cookies on our sites and allow us to count users who have visited those pages and to deliver co-branded services. We may include Web beacons in promotional e-mail messages or our newsletters in order to determine whether messages have been opened and acted upon.