EasyMeet 365 - Privacy Policy

1. Scope

We, EasyLife 365 AG (Schochenmühlestrasse 6, 6340 Baar, Switzerland), are the owner and operator of the software EasyMeet 365 (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 EasyMeet 365 (“Product”), detailing specific terms that apply exclusively to EasyMeet 365 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 section The General Policy Software 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) Update of the Software
• 2. data related to the use of the Software, e.g.:
  • (a) Configuration data, e.g.:
    • Settings, any options that the customer configures in the software’s admin center
  • (b) User profile and contact data, e.g.:
    • Email address
    • Preferred language
    • Display Name
  • (c) Meeting poll data
    • Title
    • Subject
    • Timeslots
    • Participants
    • Votes
  • (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 our storage and will be deleted when the customer deletes the asset or after 90 days of meeting poll closure. 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)
• access to the user mailbox to schedule a meeting and create meeting blockers

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 EasyMeet 365; We rely on Twilio SendGrid when sending e-mail notifications from our Software for authentication mails. We will share the e-mail address and basic mail context 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.

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/meet/privacy