Privacy notice on the recording and transcription of Microsoft Teams meetings

Last updated: 27 May 2026

This privacy notice supplements our general data protection statement and describes how HALO electronic GmbH processes personal data collected in the course of recording and automatically transcribing Microsoft Teams meetings held with external participants.

Controller

The controller responsible for the processing is HALO electronic GmbH, Augartenstraße 27, 6890 Lustenau, Austria, reachable by email at office@inteos.com. The data protection officer is Philipp Ott, reachable at the same address.

Scope of processing

We record Microsoft Teams meetings held with external participants — customers, suppliers and other external persons — and create automated transcripts of these meetings. The processing covers:

• Video and audio data of the participants, where camera or microphone are active
• Name, email address and organisational affiliation
• Spoken and visual contributions
• Chat messages and shared content (screen shares, files)
• Technical metadata relating to the connection

Purposes of processing

Recording and transcription serve to document and follow up on meetings, to preserve knowledge and maintain internal documentation, to ensure quality and support internal training, and to enable AI-assisted analysis of the meeting content. The latter includes the automated generation of summaries and action items as well as the ability to query content through internal assistance systems. In addition, recordings and transcripts serve as evidence and documentation vis-à-vis contractual partners.

Legal bases

The legal basis for the processing is Article 6(1)(b) GDPR insofar as the processing is necessary for the initiation or performance of a contract with customers or suppliers. Beyond that, we rely on our legitimate interest in documentation, knowledge preservation and efficient follow-up under Article 6(1)(f) GDPR. A corresponding balancing of interests has been documented and can be reviewed upon request. Where express consent is exceptionally required, the processing is based on Article 6(1)(a) GDPR. Consent once given can be withdrawn at any time with effect for the future, without giving reasons.

Recipients and processors

The following external service providers process personal data on our behalf in accordance with Article 28 GDPR:

• Microsoft Ireland Operations Ltd. — provision of the meeting, recording and transcription infrastructure (Microsoft 365, Teams) and AI-assisted analysis through Microsoft Copilot
• Anthropic PBC — AI-assisted analysis of transcripts through the product Claude (summaries, action items, content-based queries)

Internally, only authorised employees of HALO electronic GmbH who are responsible for following up on the respective meeting have access, in particular project management, sales and management.

Transfers to third countries

Both Microsoft and Anthropic may transfer personal data to countries outside the European Union and the European Economic Area, in particular to the United States. Such transfers are safeguarded by EU Standard Contractual Clauses pursuant to Article 46(2)(c) GDPR and, where applicable, by the recipients' certification under the EU-US Data Privacy Framework on the basis of the European Commission's adequacy decision of 10 July 2023.

Retention periods

• Recordings: until the conclusion of the respective project or business relationship, for a maximum of 24 months
• Transcripts: 24 months from creation
• Content subject to statutory retention obligations (in particular under Section 132 BAO or Section 212 UGB of Austrian law, up to seven years): retained accordingly longer, in an access-restricted archive

After the respective retention period expires, recordings and transcripts are deleted automatically.

Rights of data subjects

You have the following rights at any time:

• Access to the data stored about you (Article 15 GDPR)
• Rectification of inaccurate data (Article 16)
• Erasure (Article 17)
• Restriction of processing (Article 18)
• Data portability (Article 20)
• Objection to processing based on legitimate interest (Article 21)
• Withdrawal of consent with effect for the future (Article 7(3))

To exercise these rights, please contact office@inteos.com. You also have the right to lodge a complaint with the competent supervisory authority — in Austria, the Austrian Data Protection Authority (www.dsb.gv.at).

Right to object in individual cases

You may object to the recording of any specific meeting at any time — ideally before the meeting begins, informally to office@inteos.com or directly to the inviting employee of HALO electronic GmbH. In that case we will either refrain from recording or agree on an alternative form of documentation. No disadvantage will arise from such an objection.

Automated decision-making

The AI-assisted analysis serves exclusively to prepare meeting content. No automated decision-making within the meaning of Article 22 GDPR producing legal effects or similarly significantly affecting data subjects takes place.

Data security

Recordings and transcripts are protected against unauthorised access by technical and organisational measures, including role-based access controls, encryption in transit and at rest, and regular review of granted permissions.