EasyMeet 365 - Privacy Policy

1. Scope

We, EasyLife 365 AG (Zugerstrasse 32, 6340 Baar, Switzerland), are the owner and operator of the software EasyMeet 365 (hereinafter referred to as the "Software"). For the data processing activities listed in this privacy policy we act as processor on behalf of our customers, who are the controllers. Our own processing as controller (for example contract, invoicing and support data) is described in the General Privacy Policy.

This product specific Privacy Policy supplements and extends 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 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. Update of the Software
• 2. data related to the use of the Software, e.g.:
  • a. User profile and contact data, e.g.:
    • Name
    • Email address
    • Technical access data needed to act on your behalf (stored encrypted)
  • b. Meeting poll data, e.g.:
    • Title, description and location
    • Time slots
    • Participants (including external participants) and their votes
    • An index of the polls of each participant
  • c. Backup of the data under 2.a and 2.b.

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, etc.) are determined by the functionalities of the Software as described in the respective documentation, in particular, available at https://docs.easylife365.cloud/.

The technical access data under point 2.a is stored by us for as long as the user uses the Software and is removed on request. The poll data under point 2.b is stored by us for 90 days after the last proposed time slot. The index of a participant’s polls is not deleted automatically together with the poll and is removed on request. Application logs, which can contain e-mail addresses, are kept for 90 days to provide support, in particular, to fix errors. The data under point 2.c is stored by us for 180 days.

We process this data only on the documented instructions of our customer under the Data Processing Agreement. The customer, as controller, determines the legal basis.

2.2 Data related to your Microsoft 365 environment and tools

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

• user and contact data (e.g., name, e-mail address, contacts)
• calendar data (e.g., your own appointments, availability of invited colleagues, calendar entries we create)
• mailbox data (e.g., language and time zone settings, sending notifications from your mailbox)

We only access and process this data to perform the actions you request and ultimately to provide the functionalities of our Software. We process this data only on the documented instructions of our customer under the Data Processing Agreement. The customer, as controller, determines the legal basis.

3. Transfer to and access by third parties

In addition to the General Privacy Policy, for EasyMeet 365: we rely on an e-mail service provider when sending e-mails for authentication (sign-in links). We share the recipient’s e-mail address and the link to send them. All other notifications are sent from the user’s own mailbox.

4. Annexes

Integral parts of this Agreement are the following appendixes:

• Appendix 1: General Privacy Policy
• Appendix 2: Data Processing Agreement

Information on data subject rights and international transfers is in the General Privacy Policy, and information on subprocessors is in the Data Processing Agreement and on our subprocessor page. For data we process as processor, requests from data subjects are forwarded to the customer.

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