Privacy Statement Microsoft 365 Services

isolutions AG and its subsidiary (hereinafter "isolutions") use the services and tools of the Microsoft 365 platform for internal and external collaboration. This section gives you an overview of how your data is protected when using isolutions Microsoft 365 services and which data protection aspects are relevant. We would like to inform you about how your personal data is collected, processed, stored, shared and deleted on the platform and what measures we take to protect your privacy.

 

General information on data processing

Our Microsoft 365 services are operated in in Switzerland and in the European Economic Area (EEA). Data will only be transferred to a third country if you share your files with employees outside Switzerland or the EEA or speak to such employees in a video conference.

We have concluded contracts with Microsoft to protect your data. The protection measures thereby guaranteed can be accessed as follows:

• Microsoft Products and Services Data Protection Addendum (DPA)

For data processing in the USA, we rely on the EU-US Data Privacy Framework and the Swiss-US Data Privacy Framework. For all other countries, we rely where possible on the European Commission's decision on the appropriate level of protection and on the EU's standard contractual clauses, which are also recognized in Switzerland.

In addition, we have implemented technical and organizational measures to ensure the confidentiality, integrity, availability, transparency, non-linking and intervenability of the data, such as strong authentication, access rights according to the need-to-know principle and monitoring of the same.

 

Telemetry and diagnostic data

When you use the Microsoft 365 platform of isolutions, we process some data about you. These are essentially your name and IP address, browser information and activities. Some of the activities are displayed to other users, for example to determine who last edited a document.

isolutions has access to telemetry data such as activities (history), system performance and problems that have arisen while using Microsoft 365. Their collection has been limited to the required data. There is no evaluation that goes beyond ensuring operation and security, the data is automatically deleted after 180 days if it is not needed for further analysis. We do not use your data for advertising or profiling, nor for automated decisions.

Microsoft itself collects and processes further diagnostic data under its own responsibility. Information on this can be found on the following pages:

• Articles on data protection and security in teams
• Privacy policy from Microsoft

Legal basis [as extender]:

• Legitimate interest pursuant to Art. 6 para. 1 letter f of the General Data Protection Regulation (GDPR)

 

Microsoft Teams

isolutions uses Microsoft Teams for internal and external collaboration. For this purpose, you have been invited as a guest to the Microsoft 365 environment of isolutions. Other applications may be integrated into this environment, the data protection information for which can be obtained from the respective manufacturer.

The core functions of teams are:

• Meetings: Video or telephone conferences with chat function, including the option of making individual content on your own screen visible to the participants.
• Workspace: Common functions accessible via browser such as chat, wiki, file storage and online editing tools such as Word, Excel and PowerPoint.

The organizer of a meeting can record it by mutual agreement. To do so, he explains the purpose of the recording, the technical implementation and its consequences, and obtains the consent of all participants for the recording. Consent is given directly in the Microsoft Teams application. If you decline the recording, you will remain in the meeting, but your video, audio and shares will remain disabled. The recording has an expiration date and will be automatically deleted after 60 days.

Legal bases [as extender]:

• Use of M365: Legitimate interest pursuant to Art. 6 para. 1 let. f GDPR In individual cases (e.g. for recordings): Consent pursuant to Art. 6 para. 1 let. a GDPR. and Art. 31 FADP

 

Microsoft form services

isolutions uses Microsoft form services such as Forms for internal and external surveys and event registrations.

Form owners can create surveys and receive responses. The data is stored in the Microsoft 365 platform and deleted if there is no further purpose. Participation in surveys is voluntary. Data is only processed for the purposes evident in the respective process.

Legal basis [as extender]:

• Legitimate interest pursuant to Art. 6 para. 1 let. f GDPR

Your rights

You can assert rights against the controller with regard to the processing of personal data. These include, for example, the rights to rectification, blocking and erasure as well as to information and provision.

To do so, please contact your primary contact person at isolutions. If you have any questions about the information presented here, please contact the data protection officer at privacy@isolutions.ch.