This privacy statement applies to Microsoft Teams meetings organised by Intersoft Electronics Group consisting of the following entities:
- INTERSOFT ELECTRONICS NV (2250 Olen, Lammerdries-Oost 27, CBE 0424.098.05, VAT BE 0424.098.054, Antwerp Commercial Register, Turnhout division)
- ADVIONICS NV (Siemenslaan 16, 8020 Oostkamp, CBE 0477.143.394, VAT BE 0477.143.394, Commercial Register Ghent, Bruges Division)
- INTERSOFT ELECTRONICS SERVICES NV (Ballingsweg 15, 9620 Zottegem, KBO 0749.651.533, VAT BE 0749.651.533, RPR Ghent, Oudenaarde division)
- INTERSOFT ELECTRONICS ITALIA S.R.L (Via Leonardo Da Vinci 45, 00015 Monterotondo (RM) ITALY, IT07290060487)
- INTERSOFT ELECTRONICS SERVICES IBERIA, UNIPESSOAL LDA (Av. Berlim, 33A, 1800-033 Lisboa, Portugal, PT501086595)
- INTERSOFT ELECTRONICS LUFTFAHRT UND SERVICE GmbH (Ernst-Zimmerman-str. 13, 88046 Friedrichshafen, Germany. Registergericht: Amtsgericht Ulm (HRB724593), DE269881440)
- INTERSOFT ELECTRONICS SERVICES GmbH, (Plankckstr. 4, 26389 Wilhelmshaven, Germany. Registergericht: Amtsgericht Oldenburg (HRB218645), DE356674636)
Each of the entities listed above acts separately as a data controller within the meaning of Article 4(7) of the GDPR (General Data Protection Regulation 2016/679 of 27 April 2016) in respect of the personal data processed in connection with the Microsoft Teams meetings it organises (“Organising Entity”).
The Organising Entity named in the relevant meeting invitation, or on whose behalf the meeting is held, is the data controller for the processing of your personal data in connection with that meeting. This privacy notice explains how your personal data is processed when you participate in such meetings.
If you have any questions, complaints or requests, please contact us at gdpr@intersoft-electronics.com or on +32 (0)14 23 18 11. If you believe that the processing of your personal data contravenes the General Data Protection Regulation, you have the right to lodge a complaint with a supervisory authority. In particular, you may contact the supervisory authority in the EU Member State where you normally reside, where you work, or where the alleged infringement took place. In Belgium, you may contact the Data Protection Authority (GBA) via https://www.gegevensbeschermingsautoriteit.be/burger/acties/klacht-indienen, Post: Drukpersstraat 35, 1000 Brussels, Belgium. Email: contact@apd-gba.be. Telephone: +32 2 274 48 00.
1. What personal data do we process
1.1 Microsoft Team Platform
The Organising Entity organises online meetings via the Microsoft Teams communication platform. This platform enables online meetings by connecting participants and allowing them to exchange audio, video, chat messages, screen sharing and files during the meeting.
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
1.2 Operation and function of the meeting assistant during teams meetings
At the initiative of the Organising Entity, our staff use an AI meeting assistant during Teams meetings. The AI meeting assistant joins the meeting once it has been activated by one of our staff members. A chat window for the AI meeting assistant appears on screen, as it were.
The assistant supports the preparation of the meeting minutes. It transcribes the conversations into text and compiles them into meeting minutes, including a summary and an overview of the action points and agreed decisions. In doing so, the tool uses certain personal data of the participants and incorporates this into the minutes (see below).
1.3 Collected personal data
During meetings, the following personal data is typically processed:
Speaker attribution – To enable the transcription, the tool will link the various contributions made during the meeting to the respective participants. This linking is based on the available meeting context, such as the participant list, meeting metadata or other technical information that allows the spoken contributions to be attributed to the correct participant. This enables the transcription to show which participant was speaking.
Identification and communication data, such as surname, first name, job title, organisation, email address, voice (audio data), verbal contributions and statements made during the meeting, as well as chat messages in the Teams meeting;
Meeting data (metadata), such as the title of the meeting, the organiser, the date and time of the meeting, participants or user accounts, the start and duration of participation and – if the AI meeting assistant is used – timestamps in the transcript.
2. What do we use your personal data for (Purpose) and on what legal grounds?
2.1 What for (purposes)?
- Organising, facilitating and documenting online meetings via Microsoft Teams,
- Preparing a transcript and attributing contributions to the respective speakers,
- Drafting meeting minutes,
- Identifying the key topics discussed, action points and decisions,
- Ensuring proper business follow-up with (potential) clients and efficient internal and external communication.
2.2 On what legal grounds?
Based on the participants’ consent
| Note: In the specific and limited circumstances described in section “Legitimate Interest” of this privacy statement, the processing is based on our legitimate interests. |
3. Consent of the participants
Participants will only be included in the Teams meeting if they accept the invitation to the Microsoft Teams meeting and join the call. The use of the AI meeting assistant during Teams meetings also takes place exclusively with the prior consent of all participants.
In the invitation to the Teams meeting, we will inform you for the first time that Microsoft Teams will be used and that a tool may be activated during the meeting for transcription and reporting, subject to the participants’ consent.
Participants are asked to indicate, no later than the start of the meeting, if they do not consent to the transcription. They should do so by replying to the invitation or by other means at the start of the meeting.
At the start of the Teams meeting, we will remind all participants a second time about the use of the tool and ask them whether they consent to it.
Only if, and after, all participants present at the start of the meeting have given their consent will we activate the tool. In other words, the tool is not automatic and not immediately active at the start of the Teams meeting. Following verbal consent from all participants present at the start of the meeting, the organiser will share written confirmation of this in the meeting chat before activating the tool.
In the absence of unanimous consent at the start of the meeting, the meeting will simply continue without the tool being activated. Use of the tool is not compulsory.
4. Legitimate interest
Where a participant joins an active Microsoft Teams meeting after the AI meeting assistant has already been activated, the processing of that new participant’s personal data will be based on our legitimate interest in ensuring business continuity, maintaining an accurate record of discussions, decisions and action points, and avoiding disruption to the ongoing meeting.
Prior to joining the meeting, participants are informed via the Teams invitation that an AI tool may be activated during the meeting for transcription and reporting purposes. The invitation includes a reference to and a link to this privacy statement, which explains the purposes, functioning and implications of the processing.
The organiser will also post a message in the meeting chat informing participants that the AI tool is being used for transcription and minute-taking, along with a link to this privacy statement.
Participants who join a meeting after it has already started may reasonably expect that the tool will be in use.
New participants may at any time request further information regarding the processing of their personal data and may exercise their rights under the applicable data protection legislation, including, where applicable, the right to object to processing on the basis of legitimate interests.
Where an objection is raised, the organiser will assess whether compelling legitimate grounds continue to justify the processing or whether alternative measures need to be taken, including, where appropriate, the suspension of the transcription function.
This legal basis applies exclusively in the limited circumstances described in this section and does not replace the general requirement to obtain participants’ consent before the AI meeting assistant is activated at the start of a meeting.
5. Retention period
5.1 Audio recording
The audio recording of the Teams meeting is used to produce the full transcript of the meeting. Once the transcript has been generated, the audio recording is deleted and is no longer retained.
5.2 Transcript and derived documents
The full transcript, together with the documents derived from it (such as the summary, action points and recorded decisions), constitutes relevant project documentation for us.
- For active and/or ongoing projects, the project documentation is retained for as long as is necessary for the implementation, monitoring and substantiation of the project and, where relevant, for the management of the client relationship. Once this data is no longer required for these purposes, it is deleted.
- For new or potential projects, the project documentation is retained for a maximum of 1 year following the date of the meeting. At the end of this period, this documentation is deleted.
6. Access to your personal data
We treat your personal data as confidential. Your data will be processed exclusively by individuals who require it to carry out their duties and for the purposes described in this privacy statement.
We engage external suppliers. Where these suppliers act as data processors within the meaning of the GDPR, we enter into appropriate data processing agreements with them, in accordance with Article 28 of the GDPR. This imposes the necessary technical and organisational measures to protect your personal data. We agree a clear processing framework with these supplier-processors.
6.2 Recipients of your data:
- To set up online meetings (communication service), we use Microsoft Teams.
As part of this service, Microsoft processes personal data necessary to make the online meeting technically possible, such as identification data, communication data and meeting data.
This processing is subject to Microsoft’s applicable privacy terms. Further information on how Microsoft processes personal data is available in the Microsoft Privacy Statement. - For the AI meeting assistant, we work with UMAN.AI (a private limited company under Belgian law, based in Ghent and with CBE number 0717.945.005). UMAN.AI acts as a data processor for the Organising Entity and processes your personal data in accordance with the contractual agreements made with us for the purposes described above.
7. Protective measures
We take appropriate technical and organisational measures to protect personal data against loss, unauthorised access, alteration or unlawful processing. Where we engage external service providers, we ensure that they too are contractually obliged to implement appropriate security measures. These measures include, amongst other things, access controls, authentication mechanisms, secure connections, contractual confidentiality obligations and periodic reviews of the systems and processes used.
8. Your rights regarding your personal data and how to exercise them
With regard to your personal data, you have the right, free of charge, to:
- access to and inspection of your personal data and all information relating to its processing;
- rectification of incomplete or inaccurate personal data;
- erasure of your personal data and restriction of its processing;
- objection to (all or certain) purposes;
- withdrawal of the consent you previously gave;
- transferring your personal data to a new data processor and/or data controller; and,
- lodging a complaint with the GBA (see above).
You may withdraw your consent at any time. The withdrawal of your consent does not affect the lawfulness of any processing carried out prior to the withdrawal on the basis of your consent. If you do not give your consent or withdraw it, this will not, in itself, have any adverse consequences for you. You will still be able to participate in Teams meetings. The AI meeting assistant tool will simply not be activated.
To exercise the aforementioned rights, please send your request and (a copy of) a valid identity document to us by email at: gdpr@intersoft-electronics.com. We will respond to and/or act upon your requests to exercise your rights as soon as possible and within 5 working days at the latest.
9. Changes to this privacy statement
This document was last updated on 10 September 2026 . We may amend this document, for example, as a result of new tools or to comply with legal, contractual and/or administrative provisions.