Privacy policy for the use of Microsoft Teams within Cats&Dogs

1. Scope

At Cats&Dogs, we value your privacy and transparency about how we handle your personal data. This privacy policy explains what data we collect and process when you participate in a Microsoft Teams meeting organised by us. We also provide some guidelines on the use of Microsoft Teams within our organisation. This Privacy Policy applies to all departments of Cats&Dogs. These departments are part of Cats&Dogs, a company under Belgian law, with registered office at Kempische Steenweg 303 bus 4, 3500 Hasselt, and registered under company number 0463-565-473.

1.1 Types of Microsoft Teams meetings

We use two types of Teams meetings:
  1. Channel meetings: These are organised directly in a Microsoft Teams channel and are accessible to team members. Sometimes external participants are also added.
  2. Non-Channel meetings: These are scheduled via Outlook and include a link to the Teams meeting. These are usually aimed at external invitees.
This policy applies to both internal and external participants in Teams meetings organised by Cats&Dogs.

2. What personal data do we collect and why?

Access to Teams meetings During your participation in a Teams meeting, we process the following data:
  1. Name, e-mail address, M365 user ID, phone number (if dialed in).
  2. Profile picture (if set).
  3. Chat messages and shared files within the meeting.

This data is used for:
  1. Access management and authentication.
  2. Overview of participants (present and absent).
  3. Management of recordings, transcripts and shared files.
Retention period: up to 5 years after the meeting.
Recording and transcription A recording and transcription can be started by internal organisers. External participants cannot do this. When the recording/transcription is started, a clear message appears. Your participation is seen as agreement to the recording. We use this data for:
  • Archiving and knowledge sharing.
  • Training within Cats&Dogs.
Use of recordings/transcriptions for commercial or HR purposes is not allowed. Retention period: maximum 5 years.

Live subtitles and transcriptions Live subtitles provide speech-to-text for participants. They include the name and profile picture of the speaker (if set). This feature is temporary and is removed after the meeting.

Organisers are required to:
  • To mention that transcriptions are possible.
  • To clearly ask permission if data is shared more widely within our organisation.

3. Your rights and choices

  1. You can hide your identity when using transcripts or live subtitles.
  2. You are not obliged to use your camera, even in training sessions.
  3. If you do not agree to be recorded/transcribed, you can choose not to participate.

4. How do we protect your data?

Personal data is stored within Microsoft’s cloud platform in Cats&Dogs’ Microsoft 365 environment. Microsoft processes your data only according to our instructions and legal obligations. Please see Microsoft’ s Privacy Policy for more information.

5. Questions or concerns?

Do you have questions about this policy or want to know more about how we protect your data? You can contact Cats&Dogs at the following address:
Corda Campus – Corda A
Kempische Steenweg 303 bus 4
3500 Hasselt
+32 11 946 320

We appreciate your trust in our approach to your privacy. Together we ensure a safe and respectful environment during our Team meetings