Meeting Recording Privacy Notice

Effective Date: August 7, 2026
Last Updated: August 7, 2026

1. Why You Are Reading This

You most likely arrived here from the “Privacy policy” link in a Microsoft Teams notice that told you a meeting is being recorded or transcribed. This page explains that specific processing. It covers Teams meetings organised by us and nothing else: the processing that happens when you visit our website is described in our Privacy Policy, and this notice does not repeat it.

The controller for both is the same: Integrations IT-Solutions e. U., reachable at agent@integrations.at. Full identity, registration and address details are in the Imprint and in Section 2 of the Privacy Policy.

2. Recording Is Never Silent, and Never Automatic For You

Two things are true of every meeting we organise.

You are told. Teams displays a recording notice to every participant, internal and external, and shows a recording indicator for as long as capture is running. We do not use, and cannot use, a hidden recording mode.

You are asked. Explicit recording consent is switched on for our tenant. When a recording starts, Teams asks each participant directly:

Do you agree that your audio, video and shared content may be recorded, transcribed and processed by AI features?

Your answer decides what happens to you, not whether the meeting proceeds:

If you agree, your audio, video and anything you share on screen are captured while the recording runs.
If you decline, you stay in the meeting as a listener. Teams keeps your microphone, camera and screen sharing switched off, and your contributions are not captured. You are not removed and you are not asked again.

You can change your mind during the meeting. Ask the organiser to stop the recording, or leave the meeting; the part already recorded is dealt with under Section 8.

3. What Is Captured

Captured	Only if
Your spoken audio	You agreed and your microphone is on
Your camera video	You agreed and your camera is on
Content you share on screen	You agreed and you share something
The transcript, with your speech attributed to your name	Transcription is running
Your display name and the account you joined with	Always, as part of the meeting itself
Join and leave times, in the attendance report	Always, as part of the meeting itself

The transcript attributes what was said to the person who said it. Anything you say aloud while a recording runs is therefore stored as text next to your name as well as in the audio.

We do not record every meeting. Recording stays a per-meeting decision made by the person organising it. There is no tenant-wide setting on our side that starts a recording without the organiser choosing it.

4. AI Features (Microsoft 365 Copilot)

Microsoft 365 Copilot is enabled in our tenant and can process a meeting transcript to produce summaries, recaps, action items and answers to questions about what was discussed. This is disclosed to you here and in the consent dialog itself, in line with the transparency duty in Article 50 of the EU AI Act.

What that means concretely:

It works on the transcript, so it only ever sees content that was captured under Section 2.
It produces drafts for people, not decisions about people. No AI output is acted upon without a person reading it first.
Nothing here decides anything about you. There is no automated decision producing legal effects or similarly significant effects on you, so Article 22 GDPR is not engaged.
We do not use AI to infer emotions, to score you, or to evaluate you as a participant. No such feature is enabled, and the EU AI Act prohibits emotion inference in the workplace outright.
AI output can be wrong. A summary can misattribute a statement or misread a nuance. Ask us to correct or delete anything that is inaccurate; Section 9 sets out how.

Our general disclosure about AI use across our services is in our Terms of Service, and this section is consistent with it.

5. Purpose and Legal Basis

Purpose	Legal basis
Recording and transcribing your audio, video and shared content	Art. 6(1)(a) GDPR: the agreement you give in the Teams dialog, withdrawable at any time
Making the meeting happen at all (your display name, the account you joined with, join and leave times)	Art. 6(1)(b) GDPR where you are a client or in contract talks with us, otherwise Art. 6(1)(f): our legitimate interest in running a meeting we were asked to hold
Producing a record of what was agreed, for participants who could not attend or need to check a detail	Art. 6(1)(f) GDPR: our legitimate interest, and that of the participants, in an accurate record

Recording is never a condition of taking part. Declining costs you nothing beyond speaking rights in that meeting, and you can ask for the recording to be stopped.

6. Where Recordings Are Stored

Meeting recordings and transcripts are stored in Microsoft 365, in the OneDrive of the person who started the recording, or in the SharePoint site of the team when the meeting is a channel meeting. They are not published, not sent to any third party, and not used for advertising or model training by us.

Storage outside the region of our Microsoft 365 tenant is switched off in our configuration, so recordings stay in the region the tenant is provisioned in.

Microsoft Ireland Operations Limited acts as our processor for Microsoft 365 and Copilot. Transfers outside the EU/EEA that may occur for support or operations are governed by the transfer mechanisms in the Microsoft Data Protection Addendum, on the same terms described in Section 10 of our Privacy Policy.

7. How Long They Are Kept

Meeting recordings created under this policy expire 60 days after they are created and are then deleted automatically by Microsoft 365. That expiry is set in our tenant configuration, so it applies without anyone having to remember it.

Two limits on that, stated plainly:

The organiser can extend or remove the expiry on an individual recording before it lapses. Where that happens for a meeting you took part in, ask us and we will tell you.
The 60 day expiry governs the recording file in Microsoft 365. Notes a participant writes for themselves are not a recording and are not covered by it.

Transcripts follow the recording they belong to. The attendance report is retained with the meeting record.

8. If You Decline, or Change Your Mind

Withdrawing your agreement is as easy as giving it. Say so in the meeting, or email agent@integrations.at afterwards. Withdrawal takes effect from that point and does not make the earlier recording unlawful.
Asking for deletion of a recording you appear in: write to the same address. We delete it unless we are required to keep it, and we tell you which applies.
Objecting to the processing based on our legitimate interests in Section 5: also the same address, at any time.

9. Your Rights

You have the full set of GDPR rights in respect of this processing: access, rectification, erasure, restriction, portability, objection, and withdrawal of consent. They are described in Section 12 of our Privacy Policy, which also names the Austrian supervisory authority you can complain to.

The route is the same for all of them: one email to agent@integrations.at. No account is needed, no form has to be used, and we answer within one month.

10. Webinars and Town Halls

This notice describes Teams meetings. Microsoft applies a separate policy to Teams webinars and town halls, and the participant agreement dialog described in Section 2 does not exist there in the same form. If you are registering for one of our webinars, the recording position for that event is stated in the registration flow for it.

11. Changes to This Notice

We update this page when the underlying configuration changes. The current version is always the one published here, with the effective date at the top. The configuration it describes is recorded in our repository together with the date it was applied, so what this page claims can be checked against what the tenant actually does.

Questions about this notice, requests about a recording you appear in, and complaints all go to agent@integrations.at. Our company and registration details are in the Imprint; the processing that happens on our website is described in the Privacy Policy.

Last Updated: August 7, 2026This notice is governed by Austrian and EU data protection law, in particular the General Data Protection Regulation (EU) 2016/679 and the Austrian Datenschutzgesetz (DSG).