Microsoft Teams Privacy & Security Policy

Meeting Privacy & Security Guidelines

Overview

Unmutedco LLC is committed to protecting the privacy and security of all meeting participants while maintaining transparency about our recording and data handling practices. This policy applies to all Microsoft Teams meetings hosted by Unmutedco personnel.

Recording & Transcription Policies

Meeting Recording Notice

All Unmutedco Microsoft Teams meetings may be recorded for business purposes including:

Quality assurance and training
Compliance and documentation requirements
Project management and follow-up activities
Legal and regulatory obligations

Important: Meeting recordings will only commence with visible notification to all participants. You will see a clear recording indicator and receive an explicit notification when recording begins. Participants have the right to decline participation in recorded meetings.

Authorized Transcription Services

For security and data protection purposes, only the following transcription and AI services are authorized to join Unmutedco meetings:

Approved Services:

Microsoft Copilot – Native Microsoft Teams AI assistant
Fyxer AI – Authorized third-party transcription service
FannieLou.AI – Proprietary Unmutedco AI assistant and transcription tool

Please Note: FannieLou.AI is an exclusive property of Unmutedco LLC and operates under our direct data governance protocols.

Prohibited Third-Party Tools

Unmutedco employees are strictly prohibited from admitting any unauthorized third-party transcription, recording, or AI services from clients, vendors, or meeting participants. This includes but is not limited to:

Otter.ai
Rev.com
Zoom AI Companion
Other AI meeting assistants not explicitly authorized above

Third-Party Service Notification Protocol

If any participant attempts to introduce an unauthorized transcription or recording service, Unmutedco personnel will immediately notify all participants and may:

Request removal of the unauthorized service
Pause or terminate the meeting if compliance cannot be achieved
Reschedule the meeting under compliant conditions

Data Privacy & Protection

Information Collection

During Microsoft Teams meetings, we may collect:

Audio and video recordings (when explicitly announced)
Chat messages and shared content
Meeting attendance and participation metrics
Screen sharing content and presentations

Data Usage

Collected meeting data is used exclusively for:

Internal business operations and follow-up
Quality improvement and training purposes
Compliance with legal and regulatory requirements
Project documentation and deliverable creation

Data Retention

Meeting recordings are retained for 90 days unless legal or compliance requirements dictate longer retention
Transcriptions and meeting notes are maintained according to project lifecycle requirements
All data is stored in secure, encrypted environments with access limited to authorized personnel

Data Sharing

Meeting content and recordings are never shared with unauthorized third parties without explicit written consent from all participants, except when required by law or regulation.

Participant Rights & Responsibilities

Your Rights

Right to be informed about recording before it begins
Right to decline participation in recorded meetings
Right to request meeting accommodations for privacy concerns
Right to access information about how your data is being used

Your Responsibilities

Respect confidentiality of all meeting content and participants
Comply with security protocols regarding unauthorized recording/transcription tools
Notify Unmutedco if you observe any security concerns during meetings
Understand that participation implies consent to our stated privacy practices

Security Measures

Technical Safeguards

End-to-end encryption for all meeting communications
Secure cloud storage with enterprise-grade protection
Multi-factor authentication for all Unmutedco personnel
Regular security audits and compliance assessments

Access Controls

Meeting recordings accessible only to authorized Unmutedco personnel
Time-limited access permissions for project-specific content
Audit trails for all data access and modifications
Secure deletion protocols for expired content

Contact Information

Privacy Concerns

For questions about our privacy practices or to exercise your data rights:

Data Removal: Customer Data Removal Form
Phone: (877) 495-7160
Support Portal: https://workbench.unmutedco.com

Security Issues

To report security concerns or unauthorized access attempts:

Unmutedco Security Workbench: Security Workbench
— Select Privacy and Security
Phone: (844) UNMUTED (866-8833) (Press 1 for Security)
Emergency Service Desk Hotline: (646) 440-4777

General Support

For technical support or meeting assistance:

Support Center: https://workbench.unmutedco.com
General Support: (888) 645-4640
Brand Support Information: https://unmutedco.com/brandsupport

Policy Updates

This policy is reviewed quarterly and updated as needed to reflect changes in technology, regulations, or business practices. The current version date is displayed at the bottom of this document.

Notification of Changes

Participants will be notified of material policy changes through:

Email notifications to regular meeting participants
Updated meeting invitations with policy links
Verbal notification at the beginning of affected meetings

Compliance & Legal Framework

This policy complies with applicable privacy regulations including:

General Data Protection Regulation (GDPR)
California Consumer Privacy Act (CCPA)
Federal Trade Commission (FTC) guidelines
Industry-specific compliance requirements where applicable

Effective Date: July 18, 2025
Document Version: 2.1
Next Review Date: October 18, 2025

For the most current version of this policy, please visit: https://unmutedco.com/teams-privacy-security