Senso for Microsoft Teams App – Privacy Notice

Updated: 18-Feb-2021

 

This Privacy Notice provides a summary of how your personal data will be used when you use Senso for Microsoft Teams with our Microsoft Teams integration in your organisation.

 

This Privacy Notice should be read in conjunction with Renato Software Limited’s full Privacy Notice at https://www.senso.cloud/privacy-policy/.

 

About Senso for Microsoft Teams

Renato Software Limited (“we” or “us”) take the privacy and security of personal information seriously. This Privacy Notice explains who we are and how we collect, use, disclose, and safeguard your personal information when you, your organisation or team administrators (“you”) use Senso for Microsoft Teams (Senso for Microsoft Teams or the “App”). It also explains your rights in relation to your personal information and how to contact us.

Renato Software Limited has teamed up with Microsoft Teams to provide an integrated functionality, Senso for Microsoft Teams, that facilitates collaboration across the platforms.

How does it work?

Organisations can authorize senso to monitor Microsoft Teams chats messages and images via the senso admin center.  Once authorized senso will start to monitor chat messages and inspect images for visual threats using senso’s Artificial Intelligence (AI) and keyword algorithms that are focused on user safety, then raise an alert when a violation is detected. The violations are viewable from within the senso admin area or through the Senso for Microsoft Teams App that can be installed directly from Teams Apps.  Alerts are only viewable once permission has been granted by the senso administrator per user or group.

The Senso for Microsoft Teams App once installed. Senso for Microsoft Teams App allows users to do the following based on rights assigned by user or roles:

  1. View Violations Dashboard.
  2. Run Reports on violations by severity or count.
  3. See individual violations, make notes and classify the violation.
  4. View full chat transcript where the violation occurred.
  5. View deleted messages.

 

 

Your organisation as Controller

Your organisation is the controller for any personal information processed within the App following the integration. As the controller, it is your responsibility to comply with all relevant data protection laws and regulations, including but not limited to informing any authorised users and other users (such as students) within your organisation about the collection and processing of their data in an appropriate privacy notice; having a lawful basis for collecting and processing data, including where required, obtaining necessary consent.

 

Renato Software Limited as Processor

When you choose to complete the Senso for Microsoft Teams integration, Renato Software Limited acts as processor in connection with any personal information that it processes as part of the service it provides and you are referred to the data processing provisions in the EULA https://www.senso.cloud/eula/ in respect of this.

When you install the Senso for Microsoft Teams App the following permissions are required:

  • Sign in and read user profile
  • Read the names and descriptions of all channels
  • Read the members of all channels
  • Read all channel messages
  • Read all chat messages
  • Read directory data
  • Read files in all site collections
  • Read all users’ full profiles

We will process and store the following information when authorizing users to access violation logs within senso web portal or through the Senso for Microsoft Teams App.

  • Email Address
  • Display Name
  • Site Assignment

We will process and store the following information when a violation has occurred.

  • Screenshot if any
  • Time/Date
  • Site Name
  • Device Name
  • Username
  • Phrase detected.

 

Renato Software Limited as Controller

Renato Software Limited is the controller for certain personal information that it holds about your organisation such as names and contact details of administrators, billing information, information gathered from the App using Azure Monitor

Personal information we may collect about you as controller (where this is in addition to data collection set out in our full Privacy Notice https://www.senso.cloud/privacy-policy/)

We will store the following information when authorizing senso to monitor Microsoft Teams chats messages.

  • Tenant ID
  • User ID
  • URL of your Team instance

You can remove the access or permission granted to the App at any time by deauthorizing the Senso for Microsoft Teams Monitoring from within the senso web portal.

How your personal information is collected

We collect most of this personal information directly from you by the senso servers.

We collect this information in the following ways:

  • Directly within Senso for Microsoft Teams and related cookies
  • from cookies on our website – for more information on our use of cookies, please see our cookie policy
  • Through data received from Microsoft via the Integration
  • Through our IT systems logs
  • from a third party with your consent, eg Microsoft

 

How and why we use your personal information

Under data protection law, we can only use your personal information if we have a proper reason as provided for under the data protection law.

Once installed and within the Senso for Microsoft Teams App, you give your permission to complete the integration and activate any relevant teams and for any personal information to be shared with any third parties we have integrated with to provide you with the functionality. You can withdraw your permission at any time, but if you do, you will no longer be able to access the App.

Changes to this Privacy Notice

This privacy notice was published on 18-Feb-2021.

We may change this privacy notice from time to time—when we do, we will inform you via a notice in the senso portal when you next use it.

How to contact us

Please contact our Data Protection Officer by emailing us at info@renatosoftware.com if you have any questions about this privacy notice or the information, we hold about you.