Privacy Factsheet for Avaya Workplace Application
Version: July 2022
Avaya Workplace Application ( Workplace ) turns your device into a powerful communications and
collaboration system that can work in conjunction with your Avaya desk phone or enable you to work
without compromise from anywhere. Capabilities provided include key telephony features supported by
Avaya Aura and IP Office phone systems, voice & video, rich conferencing, instant messaging, presence,
corporate directory access, desktop integration and remote worker support.
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Some Privacy Facts about Workplace:
" There is a limited amount of personal data stored within Workplace itself. The application enables you
to access your data from the designated network each time you start Workplace;
" Workplace only processes personal data it needs to provide you with the service;
" Avaya will not sell your personal data. Your personal data is not for sale and will never be;
" Workplace includes pre-meeting and in-meeting features to empower you to make decisions
regarding your and your guests personal data being processed within Workplace application.
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Workplace is an interface / application, which enables you to access relevant Avaya solution(s) that have
been subscribed by our customers entities that have corporate accounts with us ( Customers"). The
processing of personal data related to such solution(s) are not covered in this privacy factsheet document
it is only relevant to Workplace application itself and/or the data that can be processed by Workplace. For
privacy information regarding the underlying Avaya solution(s), you may reach out to your organization
(Customer).
In general, when Avaya handles personal data within Workplace, we do so on behalf of our Customers. In
terms of General Data Protection Regulation ( GDPR ) / California Consumer Privacy Act ( CCPA ), we act
as a data processor / service provider, and our Customer is the data controller / business, who provides
us with instructions regarding the processing of your personal data. Here we provide some information on
how the Workplace processes your personal data and describe the privacy features embedded within
Workplace.
When handling personal data in Workplace, we will always adhere to the privacy principles and commitments
made in our Global Privacy Policy, including our Binding Corporate Rules.
Where we refer to a host we mean someone who can host meetings under a customer account; you or
user or participant is an individual who uses Workplace; member is someone who has been invited into
the meeting and has been given certain data access privileges; guest is someone who has been invited
into the meeting, has limited data access privileges / controls and does not belong to the same organization
as the host.
1. Who is providing Avaya Workplace?
The Workplace is a solution is provided by Avaya. Click here for more information on Avaya.
2. What types of personal data do we process, and for what purposes?
Avaya only processes personal data necessary to provide you with Workplace. Below is a list of the personal
data categories (along with specific data usage purposes) to be processed within Workplace.
Personal data to be collected directly from you:
Type of Data
Examples
Avaya Workplace uses it to&
Identifiers
Your first and last name, email
address (username), phone
number
Locate your account(s) and
services
Respond to support requests
Communicate to/with you
To provide associated application
services and features
Other account-related data
Account credentials, language
settings, and personal
preferences (e.g., auto-
start/login, auto set to away, etc.).
Login to your account(s)
To provide associated application
services and features
User-provided content (i.e., data
you or others upload or create
while using Workplace)
Public/private chat and
attachments, recorded (welcome)
greetings, mailbox greetings,
meeting recordings, contacts and
favorites, create and join
scheduled meetings, and any
other information you share while
using Workplace
Store chat records and files (so
you may refer to them later)
Store meeting recordings (which
may contain audio, video, and
screen sharing elements)
Store contacts and favorites to
reach your business contacts
quickly
Join, create, and schedule
meetings and conferences
Personal data to be generated by our system:
Type of Data
Examples
Avaya Workplace uses it to&
Technical information
related to your
device(s), browser,
Workplace app, internet
connection and network
Call history, meeting history, IP address,
browser type, Workplace platform (iOS,
Android, MacOS, Windows) and
Workplace app version, type of camera,
microphone or speakers, connection type,
scheduled meetings and conferences, etc.
Store call, meeting history
records, so you may call, text,
email the person back.
Provide associated Workplace
services and features
Respond to support requests
Monitor performance of our data
centers and networks
Improve Workplace through
anonymized and aggregated data
Settings and
preferences chosen by
you
Auto-start preference
Presence preference
Application integration (Google Chrome
click to dial browser extension, Outlook-
add on, Headset controls)
Keyboard shortcuts
Contact preferences
Display settings (language)
Video calls on/off
Join meeting with video on/off
Join meeting with audio on/off
Require meeting password
Narrator on/off
Enable/disable notifications
Choose an other phone for your business
calls
Messaging (emojis, animation, spell
check) preferences
Tailor your experience with
Workplace
Metadata
Time and duration of the call, and call
participants
Time of each instant message sent, and
the messaging participants
Time of the meeting, and meeting
participants
Join and leave time of participants
Email address, name, (display name) or
other information that a participant enters
to identify themselves in the meeting
To provide associated application
services and features
Respond to support requests
3. Does Avaya monitor your data on Workplace?
Workplace data (including recordings, instant messages, call history, your contacts) belong to you and your
organization (i.e., our Customer). We do not monitor them, unless the Customer asks us to provide technical
support.
For the purpose of improving our services, Workplace may collect aggregated and anonymized technical
data (i.e., data that does not directly identify a human being) regarding how you use the Workplace, such as
how frequently the Workplace is used, how many calls/conferences are made, how many instant messages
were sent/received, etc. The Customer may disable such collection for its users on its corporate account, or
(if this has not been done) you may choose to opt-out from the collection of analytics data within the
Workplace.
4. Who are the potential recipients of your personal data?
We will only disclose your personal data to third parties:
(i) as necessary to provide you with Workplace
" Avaya group companies
To deliver/support Workplace, personal data may be shared with Avaya group companies. All these
companies share strong privacy practices and commitments embodied in our Global Privacy Policy,
Binding Corporate Rules and related intercompany agreements.
" External (third-party) service providers
Service providers access your personal data only to the extent strictly necessary to help us providing
Workplace. Avaya will not transfer personal data to such third parties unless they are bound by written
contracts, which address privacy and security requirements, including the prohibition of selling your
personal data to third parties. For the purpose of enhancing our services, we rely on Firebase analytics
service from Google LLC (United States of America) - you can review more information about
privacy/security requirements implemented by Google Firebase analytics here.
(ii) where the solution by its design intends for data to be shared
" Meeting participants
When you use Workplace, certain personal data, such as your name (that appears in the attendee list),
picture (or video if you turn it on), and other content you choose to share, will be visible to other participants
in the meeting.
" Avaya Customers
As mentioned at the preamble of this document, Workplace follows the instructions from our Customers
regarding personal data processed while providing Workplace. When using Workplace, each Customer
would typically access the names of associated Workplace users and their email addresses (along with
photos and telephone numbers, if such data is uploaded in their enterprise profiles). If our Customer is
responding to a request from you, we can assist them with fulfilling your rights.
(iii) in accordance with applicable laws and regulations if we are legally obliged (e.g., court order).
5. Do we sell personal data to 3rd parties?
None of the personal data which we collect from you or which is system generated by Workplace is sold by
Avaya to third parties. We also prohibit third parties to use your personal data obtained from us for their own
purposes.
6. Privacy features within Workplace.
Workplace has a variety of features (so-called privacy by design and default features), which will empower
you to make decisions regarding the use of your personal data. Depending on the Workplace configuration
set by your organization (i.e., our Customer), some features or settings may not be visible to you.
" Authentication
Workplace supports several authentication methods (e.g., Username/Password, Unified Login, Avaya
Authorization, Avaya Cloud Authorization, Microsoft Modern Auth, Integrated Windows Authentication) to
secure your data and assert your identity. Workplace will securely store your passwords in the platform
security manager of your selected device or workstation. For additional security, you may choose to enter
your passwords each time your launch Workplace.
" Call history
Call history records may be deleted at any time from the history pane of the Workplace application.
" Contacts and favorites
The user may choose to allow Workplace to load only its corporate contacts or (in addition) his other
contacts available on the device where the Workplace is installed. Also, the user may choose to select
the contacts to appear in the list of favorites .
" Desktop / Application / Whiteboard sharing
During the presentation mode, you may choose what to share with other participants: (i) entire screen, (ii)
portion of the screen, (iii) application(s), (iv) whiteboard.
" Set timing for the meeting
The host may set the timing for the meeting which will result into a notification being played to the
participants before the meeting ends (unless the host will take an action to extend the meeting).
" Controlling meeting participants
The host may:
Audio mute/unmute the audio feed of any participant;
Block/unblock the video feed on any participant;
Remove a participant from the meeting;
Lock the meeting to prevent the admission of unauthorized (or late) participants;
Provide a one-time pin for the meeting.
" Meeting recordings
Workplace contains the functionality for hosts to create audio and video recordings of meetings.
Workplace will alert all participants via both audio and video that the meeting is being recorded.
Participants can leave the meeting should they wish not to be recorded. The host triggering the recording
is responsible for ensuring legal compliance, e.g., collecting prior consent (if required) from the participant
to record the meeting. The designated participant, member(s) and/or other parties (to be chosen by the
host) may access/download the recorded meeting to his/her local storage device or keep it on the
conference server. Recording permissions can be managed from the web-based meeting portal,
accessible from Workplace.
" Conference chat
Workplace can allow you to archive conference chat to a local file.
" Camera and microphone
Workplace allows you to automatically block your camera and microphone each time you enter the
meeting.
" Controlling who may see your presence
Workplace can allow you to manage your presence watchers (who you allow to observe your presence).
" Instant messaging conversation
Messaging participants may:
Remove a participant from a conversation;
Leave the conversation;
Archive conversation contents to local file(s).
" Deleting your Workplace data within the application
Workplace offers a reset application option, which will remove your Workplace data (i.e., logs, local
settings, account credentials) from your device or workstation. After resetting the Workplace application,
Workplace must be reconfigured before it can be used. This will not affect your other Workplace data
(e.g., recordings, contacts, call history, etc.) being stored on the network.
" Calendar data
Workplace can allow the user to choose what calendar(s) to load (in a read-only mode) into the application
to enable one-click join of your meetings.
" Voice mail
Workplace offers voicemail box message waiting indicator and one-click dial to access your voicemail
box.
" Video privacy
Workplace offers video privacy, where the background of the video may be blurred, or
replaced with a background image.
7. How long your content is being kept within Workplace?
Our corporate Customer will determine the retention period for all the content (e.g., files, direct messages,
recordings, etc.) stored within Workplace. Apart from that, you still have some controls within your
Workplace:
Call history items may be deleted by you from within Workplace at any time;
Contact data may be deleted by you from within Workplace at any time;
Calendar data is downloaded from the calendar provider at runtime. Calendar items deleted using
your calendar application will be removed from Workplace without undue delay;
Instant messaging data is downloaded from the messaging service at a runtime. Your organization
(i.e., our Customer) may opt-in to allow you to archive your messaging conversation to a file;
Conference chat may be archived locally while the conference is active. Conference chat is not
available after the conference has ended;
Diagnostic logging maintains up to approximately 100 MB of space (data to be stored on your device)
and such logging data rolls over based on usage. The user may minimize the diagnostic logging
frequency within Workplace settings, however, in the event you choose to report a technical issue
you are experiencing within Workplace to your organization (i.e., our corporate Customer), limited
amount of logs might not provide the required technical details to fix an issue.
8. Spaces within Workplace
You can link your Spaces account into Workplace for the purpose of sending/receiving messages and (via
one-click button) joining conference calls on Spaces cloud platform. Privacy information for Spaces is not
covered in this document, but it can be reviewed here.
9. Is your personal data safe?
Security and privacy are of primary importance to us. We have adopted a combination of security
technologies (including encryption), technical measures and organizational controls to protect your personal
data.
In transit (i.e., transmission) connections (video, audio, screen sharing, messaging) encrypted via Transport
Layer Security cryptographic protocols designed to provide communications security over a network, unless
configured by your organization (i.e., Avaya Customer) otherwise. It is the responsibility of the Customer to
control if participants connect to the infrastructure securely.
At rest (i.e., storage) of security credentials are stored securely using the platform credential management
facilities.
In addition, you may protect your Workplace meeting by setting up a one-time PIN for the meeting (see
Section 6 above).
10. How can you contact Avaya Global Data Privacy Office?
If you have any data privacy related questions, you may reach out to the Avaya Global Privacy Office.
