Privacy Policy

1. Introduction

Welcome to echo for Microsoft Teams. This Privacy Policy explains how we collect, use, disclose, and protect your personal data when you use our app in Microsoft Teams. By installing or using echo for Microsoft Teams, you agree to the practices described in this policy.

echo for Microsoft Teams is developed by Snapbean Software AG, based in Switzerland, and adheres to both the Swiss Federal Act on Data Protection (FADP) and the European Union's General Data Protection Regulation (GDPR). If you have any questions or concerns, please contact us at dpo@snapbean.ch.

2. Information We Collect

• Personal Information: Name, Email address, User ID
• Usage Data: Interaction logs with our app, Device information (e.g., browser type, operating system), Session duration and timestamps
• Calling & Search History: Recent incoming caller numbers and search entries

3. How We Use Your Information

We use the collected data for the following purposes:

• To provide and improve the app's functionality.
• To personalize your experience within the app.
• To ensure smooth operation and compatibility within Microsoft Teams.
• To provide customer support.
• To analyze and improve our services, including usage trends and performance metrics.

4. Third-Party Data Sources

Our application fetches data from the systems you connect (for example Microsoft 365, Dynamics 365, Abacus, Bexio or search.ch) to provide our services. This data is cached for at most 7 days and is not shared. It is stored beyond that only where a feature needs it, for example in call notes or in your search and call history. The storage locations and retention periods are listed in Annex 1 of the data processing agreement (DPA) we conclude with our customers.

5. Legal Basis for Processing Data (GDPR)

If you are located in the European Economic Area (EEA), we process your personal data under the following legal bases as per GDPR:

• Consent: When you have provided consent to process your personal information.
• Contractual Necessity: To perform the contract we have with you (i.e., providing the app's functionalities).
• Legal Obligations: To comply with applicable legal obligations.
• Legitimate Interests: For our legitimate business interests, such as improving the app, maintaining security, and ensuring functionality, except where these interests are overridden by your rights and interests.

6. Data Storage and Security

We take the security of your data seriously. All personal data is securely stored, and access is restricted to authorized personnel. We use industry-standard encryption and data protection practices to safeguard your information against unauthorized access, alteration, or disclosure.

We store your personal data only as long as needed for the purposes in this Privacy Policy or as required by law. Annex 1 of the DPA is authoritative; in short:

• Cached data from connected systems: at most 7 days
• Temporary call history: 2 days
• Search history and call notes: until you delete them, at the latest until the end of the contract
• Connections to third-party systems: until you disconnect them
• User, tenant and subscription data: for the term of the contract
• Application logs: 30 to 90 days
• Product analytics (PostHog): events up to 7 years, session recordings 90 days; a customer's analytics data is deleted at the end of the contract

7. Data Sharing and Disclosure

We do not sell or rent your personal data to third parties. We may share your data only in the following circumstances:

• With third-party service providers who assist in providing the app's functionalities, under strict confidentiality obligations.
• If required by law, court order, or other legal obligations.
• To protect the rights, property, and safety of echo for Microsoft Teams, its users, or the public.

8. International Data Transfers

We store your personal data in Microsoft Azure data centers in Switzerland (Switzerland North). We use the following sub-processors; some of them process data outside Switzerland:

• Microsoft Azure (Microsoft Ireland Operations Ltd.): hosting, database, cache and monitoring. Location: Switzerland (Switzerland North).
• Azure Static Web Apps (Microsoft Ireland Operations Ltd.): delivery of the web interface; no customer data is stored, access logs contain IP addresses. Location: Netherlands (West Europe).
• PostHog EU Cloud (PostHog Inc.): product analytics. Location: Germany (Frankfurt); the parent company is in the USA.

If we transfer your personal data outside of Switzerland, we ensure that appropriate safeguards are in place, such as:

• Standard Contractual Clauses approved by the European Commission, with the amendments required by Swiss law.
• Transfers to countries that the Swiss Federal Council recognizes as providing an adequate level of protection (e.g., EU and EEA member states).

9. Your Data Rights (Under GDPR and Swiss Law)

Under GDPR and Swiss FADP, you have the following rights regarding your personal data:

• Right of Access: You can request access to your personal data.
• Right to Rectification: You can ask us to correct any inaccuracies in your personal data.
• Right to Erasure (Right to be Forgotten): You have the right to request the deletion of your personal data under certain circumstances.
• Right to Restriction: You may request to restrict the processing of your data.
• Right to Data Portability: You can request a copy of your personal data in a structured, commonly used format.
• Right to Object: You can object to the processing of your data for certain purposes, such as direct marketing.

To exercise any of these rights, please contact us at dpo@snapbean.ch. We will respond to your request within 30 days as required by law.

10. Third-Party Links

Our app may contain links to third-party websites or services. We are not responsible for the privacy practices or content of these third-party services. We encourage you to review the privacy policies of these third parties before providing any personal information.

11. Cookies and Tracking Technologies

We may use cookies or similar technologies to enhance your experience and gather usage data. You can manage your cookie preferences through your browser settings.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any updates will be posted on this page, and the "Effective Date" at the top will be updated. Your continued use of echo for Microsoft Teams after the changes have been made signifies your acceptance of the updated policy.

13. Contact Us

If you have any questions or concerns about this Privacy Policy or how we handle your data, please contact us: