EasyLife 365 Collaboration - Privacy Policy

1. Scope

We, EasyLife 365 AG (Schochenmühlestrasse 6, 6340 Baar, Switzerland), are the owner and operator of the software EasyLife 365 Collaboration (hereinafter referred to as the "Software") and, unless otherwise stated, are the data controller for the data processing activities listed in this privacy policy.

This product specific Privacy Policy supplement and extend the General Privacy Policy of EasyLife 365 AG. These documents create a comprehensive agreement for the use of EasyLife 365 Collaboration (“Product”), detailing specific terms that apply exclusively to EasyLife 365 Collaboration and take precedence in cases where provisions differ from those in the General Privacy Policy.

2. Data processing when using our Product

The proper use of our Software requires processing the data subjects’ data listed in The General Privacy Policy section “Users and other data subjects”. The data processed in this context includes the following categories. When processing this data, we act as a processor on behalf of our customers, the controllers.

2.1 Data directly related to our Software

• 1. data related to the implementation of the Software, e.g.:
  • (a) Granting / restriction of permissions
  • (b) Blocking of the possibility to create groups
  • (c) Update of the Software
• 2. data related to the use of the Software, e.g.:
  • (a) Configuration data, e.g.:
    • Creation, design, and modification of templates (including metadata such as title or description)
    • Creation, design, and modification of policies (including metadata such as title or description)
    • Settings, any options that the customer configures in the software’s admin center
    • EasyLife 365 Approval requests and feedback
  • (b) User profile and contact data, e.g.:
    • Email address
    • Preferred language
    • Display Name
  • (c) Data related to the implementation and monitoring of the assets, e.g.:
    • Policy state of an individual asset
    • Metadata of an individual asset
  • (d) Backup of configuration data under section 2.a.

This data is generated automatically when you use the Software and is technically necessary for the operation. Any further processing is carried out to provide the desired functionalities of the Software. The types of processing of this data (e.g., sending notifications, deletion of groups, etc.) are determined by the functionalities of the Software as described in the respective documentation, in particular, available at https://docs.easylife365.cloud/.

The data under point 2.a will be stored in our Microsoft 365 tenant for as long as the customer does not delete the configuration, and the data under points 2.b and 2.c for 90 days in the application Logs to provide support, in particular, to fix errors. In general, Data under 2.c is saved in the customer’s Entra ID and will be deleted when the customer deletes the asset. The data under point 2.d will be stored in our Microsoft 365 tenant for 180 days.

The legal basis for this data processing is our legitimate interest in performing the contract with your company (article 6 (1) (f) EU GDPR).

2.2 Data related to your Microsoft 365 environment and tools

In order for our Software to fulfil its purpose and assist you in the governance of your Microsoft 365 tools, access and further processing of data contained in your Microsoft environment and Microsoft 365 tools is required. The data in question are related to the following areas:

• directory data (e.g., user profile data (e.g., name, address, phone number, job title), group memberships and permissions)
• all data with regard to Microsoft 365 groups (e.g., name, e-mail address, properties, memberships, site URLs)
• items in all site collections (e.g., lists, libraries, documents, folders, list items, users (e.g., name, e-mail address, security measures), groups, and permissions)
• all user’s full profiles (e.g., name, group membership, e-mail address, company name, phone number, department)
• all audit log data (e.g., sign-ins, creation date, operations)
• all usage reports (e.g., asset names, URLs, names, e-mail addresses, objects, assets)
• all user mailbox settings (can be limited) (e.g., settings and access rights, size, item count, language)

We only access and process this data to perform the actions you request and ultimately to provide the functionalities of our Software. The legal basis for this data processing is our legitimate interest in performing the contract with your company (Article 6 (1) (f) EU GDPR).

3. Transfer to and access by third parties

I addition to the General Privacy Policy, for EasyLife 365 Collaboration; We rely on Twilio SendGrid when sending e-mail notifications from our Software. We will share the e-mail address and basic mail context (e.g., Teams Name, Displayname, etc.) to send the e-mail notifications. Twilio SendGrid will process this information and send the e-mail notification. The mail notification activity is retained by Twilio SendGrid for 7 days. You can opt out of this service by disabling e-mail notifications in our Software’s admin center or by configuring a dedicated shared mailbox in your Microsoft 365 tenant.

4. Annexes

Integral parts of this Agreement are the following appendixes:

• Appendix 1: General Privacy Policy

These Documents in its latest Version are available at: https://www.easylife365.cloud/legal/collaboration/privacy