Tencent Meeting Privacy Protection Guidelines
Effective date: November 3, 2020
Welcome to the Tencent Meeting! With theTencent Meeting Privacy Protection Guidelines (hereinafter referred to as the “Privacy Protection Guidelines”), we will help you understand our practice of collection, use, storage and sharing of personal information, as well as your rights.
In order to provide you with services relating to the Tencent Meeting, we need to collect the information that you offer when you use the service or the information that generated from the use of the service. We will explain to you the types of the above information and the corresponding purposes;
You can access, correct, delete your personal information and manage your authorization on the relevant pages;
We will protect your personal information with industry-leading security technologies.
You can read the full version of theTencent Meeting Privacy Protection Guidelines to understand more detailed rules of personal information processing, such as the types of personal information and the corresponding purposes.
If you understand and accept the Privacy Protection Guidelines, please click “Agree” to start using our services.
Individual User: refer to any individual who registers and uses the Tencent Meeting with personal mobile phone numbers or WeChat accounts;
Enterprise User: refers to any individual or organization that registers, logs in to, and uses Tencent Meeting products and services and has acquired administration authority, including but not limited to a legal person, government agency, other organization, partnership, or sole proprietorship (hereinafter referred to as the “Enterprise User”); An Enterprise User may invite and authorize Individual Users to join enterprise organizations to become their End Users.
End User: refers to any Individual User or individual that has been granted access to the Tencent Meeting service by an Enterprise User, or that is invited by an Enterprise User to join an enterprise organization to use the Tencent Meeting. When an Enterprise User invites you to join an enterprise organization as an End User, you will receive an invitation and can choose whether to join that enterprise organization.
Enterprise User Administrator: refers to an individual who is designated by an Enterprise User and has the authority to operate the management console of the Enterprise User. There may be one or multiple Enterprise User Administrators.
Enterprise-Controlled Data: refer to the information and data submitted or generated by Enterprise Users and their End Users during the use of Tencent Meeting, including the information submitted by the Enterprise Users or required to be provided by the End Users, the information assigned to the End Users by the Enterprise Users, and the information submitted by the End Users to the Enterprise Users for the needs of works or the ordinary management of enterprises.
I. How We Collect and Use Your Information
During your use of the Tencent Meeting service, we will strictly comply with laws, regulations, and agreements with users and collect and use the information you provide when you use the service or the information generated from your use of the service in the manner described below in thesePrivacy Protection Guidelines, so as to provide services to you, optimize our service, and protect the security of your account. If we use your personal information for any purpose that is neither the purpose(s) we stated at the time of our collection, nor a purpose directly or reasonably related to such purpose(s), we will inform you again and obtain your express consent before using your personal information.
1.1 When you register for and use a personal account of the Tencent Meeting, we will require you to offer certain information as follows:
1.1.1 If you choose to create a new account, you are required to enter your mobile phone number and your name to create an account for this service per your request.
1.1.2 If you choose to register with WeChat (WeChat ID), you are required to provide your WeChat account name, avatar, mobile phone number, region (location) to create an account for this service per your request.
1.2 If you need to register as an Enterprise User, you are required to provide information about the creator and the enterprise so that we can create an Enterprise User account for you. If you do not provide such information, you will not be able to register as an Enterprise User and use related services.
Before uploading, authorizing, and managing the name, avatar, mobile phone number, and other personal information of the End Users, the Enterprise User shall ensure that it has obtained the express consents of the End Users in advance, that it will upload, authorize and manage the End Users’ information solely for the necessity of its operation and implementation of features, and that it has sufficiently informed the End Users of the purposes, scope, and methods of use of the relevant data collection.
1.3 If you are an Enterprise User or an End User of an enterprise, in order to provide Tencent Meeting services, we will collect the information and data you submit or generate during the use of Tencent Meetings (hereinafter referred to as the “Enterprise-Controlled Data”). The Enterprise-Controlled Data may include:
1.3.1 the personal information such as the name, mobile phone number, account name, and avatar that is required for registering as an End User of an enterprise and submitted or required by an Enterprise User to be provided by the End User;
1.3.2 information relating to Enterprise Users or assigned to End Users, such as the affiliated enterprise, e-mail address, position, date of employment, and UserID of the End Users; other data submitted by Enterprise Users such as the organizational structure.
1.3.3 If the Enterprise User Administrator of your enterprise chooses to register you for the Tencent Meeting service with your WeChat Work account, the Enterprise User Administrator will authorize Tencent Meeting to use your unique ID, name, and avatar in the WeChat Work. If you do not agree to provide the above information to us, you shall inform the Enterprise User Administrator of your enterprise in advance. The act of the Enterprise User Administrator to register you for the Tencent Meeting service and provide your unique ID, name, and avatar will be deemed as your consent to provide the above information.
You understand that, with regard to the personal information contained in the Enterprise-Controlled Data, the Enterprise User is the controller of the personal information and we will only process the information according to the instructions (including the operations of the Enterprise User and the Enterprise User Administrators via the management console) of the Enterprise User and the agreement between Tencent and the Enterprise User. If you have any question or opinion about the above purpose, scope, and methods of use of the Enterprise-Controlled Data, you understand and agree that you shall contact the enterprise with which you are affiliated or the Enterprise User Administrator.
1.4 When you use the Tencent Meeting services, we will collect your IP address, which we use to allow your connection to our servers. If you refuse to provide such information, you will not be able to use our services. To help you understand and diagnose your connection status to the service, we will collect information on your wireless network and internet connection status, and whether you are authorized to connect to the service and its networks.
1.5 To ensure your normal use of our services, maintain the proper operation of our services, and improve and optimize your experience of the services, we will collect your device models, system versions, network types, unique device identifiers, app crash records, traffic statistics, operation logs, and audio and video quality data (volume, audio/video package loss rates, and audio/video quality data, which do not involve your conversation content).
1.6 When you use the audio and video meeting feature, you are required to turn onthe camera and microphone access. If you do not grant such access, you will not be able to use the features relating to the camera or microphone. When you use the audio and video meeting and screen sharing (including the shared whiteboard) features, you are required to provide audio or video data, including shared images and sounds. As a sharer, you can annotate and save screenshots while the screen is shared, or you can save the shared whiteboard screen, which will only be saved on your local device.
1.7 When you use the chat feature to communicate with other users in the same meeting, we will encrypt the corresponding chat data and transfer it to the recipient.
1.8 When you choose to add a meeting schedule to your calendar, we need to obtainthe read and write access on your calendar, or we will not be able to add the meeting schedule to your calendar.
1.9 When you choose to use the custom virtual background feature, you need to upload a photo or videoclip from your device as a personal virtual background, and we will ask you to grant thephoto album access. If you do not provide the above information or deny granting the photo album access, you will not be able to use the custom virtual background feature.
1.10 When you use the beautifying feature, we need to process certain facial feature information of yours to apply the beautifying effects. We only process the facial feature information offline on your local device, and do not upload, store in the backend, or share such information with third parties.
1.11 When you use the live meeting feature in Tencent Meeting as a live broadcaster, you need to provide audio and video data, including shared images and sounds. If you do not provide the above information, you will not be able to use the live meeting feature.
Tencent’s real-name identification technology, the “Tencent Cloud Smart Eye,” provides technical support for the face certification of users who apply to become live broadcasters. During your use of the face authentication service, you agree and authorize Tencent to obtain yourmobile phone camera access and collect your name and ID number by identifying the picture of your ID Card. We will collect your facial images and identification video during the live detection process to verify your identity. The above information involves personal sensitive information, which is only used to verify your identity as required by the law and will not be stored by us. If you refuse to provide the above information, you will not be able to live broadcast with the live broadcast feature, but your use of other features of the Tencent Meeting will not be affected.
1.12 When you use the local meeting recording feature in the Tencent Meeting, you are required to provide the relevant audio and video information for processing, and the recording information will be saved on your device. If you do not provide the above information, you will not be able to use the meeting recording feature. If you are a participant to a recorded meeting, you will receive a recording notification. If you do not agree that your voice or picture be recorded, you can exit the meeting.
1.13 When you use the document feature to collaborate with other users in the same meeting, the document service will be provided by Tencent Docs. Please refer to the Tencent Docs Data Security White Paper for the relevant data security policies.
1.14 We will collect and record the start and end times, topics, meeting IDs of meetings, and the start and end time in the meeting and length of participation of each participant, so that the meeting creator can see the information about the created meeting. If you are a meeting creator, you can export the information described above of past meetings you created by logging into the web version of this service.
The Enterprise Administrator can export the list of meetings being held or ended by the enterprise, which includes the meeting numbers, topics, and start times.
1.15 When you use the non-anonymous voting feature in the Tencent Meeting, we will record the nicknames and votes of the relevant voters. Voting records will be saved as information on the meeting and can only be viewed by the moderator of the meeting.
1.19 When you provide a feedback, you are required to provide the detailed background, information, and contact details relevant to your feedback so that we can verify and process your feedback as soon as possible.
1.20 According to the relevant laws, regulations, and national standards, under the following circumstances, we may collect and use your personal information without your authorization or consent:
Please understand that the features and services we provide to you are constantly updated and evolving. If your information is collected by a feature or service not described above, we will explain to you the content, scope, and purpose of the information collected separately through inline prompts, interactive processes, website announcements and other means, so as to obtain your consent.
Please note that, for the time being, we do not purposely obtain your personal information from a third party outside of Tencent.
If, in the future, we need to indirectly obtain your personal information from any third party due to changes of the products’ features, we will inform you of the source, type, and scope of use of such personal information before the collection. If our personal information processing activity exceeds the scope of your original authorization and consent when you provide such personal information to a third party, we will obtain your authorization and consent before processing such personal information; in addition, we will strictly comply with relevant laws and regulations and require the third party to guarantee the legality of the information provided.
II. Storage of Information
2.1 Manner and Duration of Information Storage
We will store your personal information in secure manners only for such time and conditions as necessary for the fulfilment of the purposes of the service or as required by the laws and regulations. According to the requirements of the Network Security Law of the People’s Republic of China (“PRC”, for the purpose hereof, excluding Hong Kong, Macau and Taiwan), we will keep the related network logs for no less than six months regarding your use of Tencent Meeting application service.
For certain Enterprise-Controlled Data for which Enterprise Users can set a retention period at their discretion (such as chat history and documents), we will retain the relevant information according to the settings of Enterprise Users, and without the consent of right holders, we will not view or use the chat history and documents retained by Enterprise Users.
2.2 Location of Information Storage
We will, according to laws and regulations, store within the PRC the users’ personal information that is collected in the PRC. We do not, for the time being, transfer or store your personal information across borders. If cross-border transmission or storage became necessary in the future, we will transfer and store such data according to relevant laws and regulations.
2.3 Notice of Discontinuance of Products or Services
Unless otherwise provided by laws and regulations, when our products or services cease to operate, we will notify you by push notifications, announcements and other means, and delete or anonymize your personal information within a reasonable period of time.
III. Information Security
3.1 Safety Protection Measures
We strive to safeguard the information security of our users to prevent leakage, loss, misuse, unauthorized access, and disclosure of information, etc. We take security protection measures in various aspects to ensure that the protection of the personal information of users is at a reasonable security level, including technical protection means, control of management systems, security system guarantee and other aspects.
Tencent Meeting has obtained the “Enterprise-Level SaaS Service Certification” from Trusted Cloud, and has met the requirements of Trusted Cloud for the Special Edition of Enterprise-Level SaaS Services in terms of such indicators as data storage persistence, data migration, data privacy, data confidentiality, user security, service features, service availability, service resource allocation capability, failure recovery capability, network access performance, service measurement accuracy, and user experience performance.
The technical safeguards we use include, but are not limited to, firewalls, encryption (such as TLS), de-identification or anonymization, access control, etc. In addition, we will continue to enhance the security capabilities of the software installed on your device. For example, we will complete part of the information encryption locally on your device to enhance security in transmissions.
We have established a dedicated management system, procedures, and organizations to ensure the security of personal information. For example, we strictly restrict the scope of persons who can access information, require them to comply with confidentiality obligations and conduct audits, and impose penalties on the persons violating obligations according to the internal procedures. We also conduct occasional reviews of such management systems, procedures, and organizations to prevent unauthorized personnel from accessing, using, or disclosing users’ information.
We recommend that you pay full attention to protection of personal information when using the products and services. We will also provide as many personal information protection features as possible to help you protect your personal information.
3.2 Security Incident Response Measures
In case of personal information leakage, damage, loss and other security incidents, we will launch contingency plans to prevent the expansion of security incidents. In the aftermath, we will, according to the laws and regulations, inform you of the overall situation of the incident, the measures and remedies we will take or have taken, and our suggestions to you in a timely manner by push notifications, mails, and phone calls, etc. If it is difficult to inform users one by one, we will issue warnings through publishing announcement and other channels.
IV. Information We Share
4.1 We strictly restrict the sharing of information according to the laws and regulations.
1) to provide our services to you;
2) for the purposes described in Section “How We Collect and Use Your Information”;
3) to perform our obligations and exercise our rights under thePrivacy Protection Guidelines;
4) to understand, maintain, and improve our services.
If we share your information with the above-mentioned third parties, we will use encryption, anonymization, and other means to protect the security of your information.
4.3 As our businesses continuously develop, in case of any merger, acquisition, asset transfer, or other transaction resulting in the sharing of your personal information with a third party, we will inform you of the relevant circumstances through pushing notifications, announcements, or other means. We will continue to protect or require the new managers to continue to protect your personal information, in accordance with laws and regulations and to the standards no lower than those required by thePrivacy Protection Guidelines.
4.4 We may use the information collected for big data analysis. For example, we may use the information collected to analyze and form a city heat map or industry insight report that does not contain any personal information.
4.5 We may publish and share with our cooperators the statistically processed information that does not contain personally identifiable information, which is used to understand how users use our services or to inform the public about overall trends in the use of our services.
4.6 We may disclose your personal information for the following purposes or under the following circumstances:
1) to comply with applicable laws and regulations and other pertinent provisions;
2) where the security of the nation or national defense is directly related;
3) where the public safety, public health, or material public interests is directly related;
4) to comply with the provisions of criminal investigation, prosecution, court decisions or decrees and other legal proceedings;
5) to comply with the requirements of relevant government agencies or other legally authorized organizations;
6) to the extent reasonable and necessary to perform pertinent services agreements or thePrivacy Protection Guidelines, or to protect the public interest, or to protect the personal safety, property security or other lawful rights and interests of our clients (including you), us, our affiliates, other users or employees;
7) where the personal information involved is made available to the general public by yourself
8) where the personal information is collected from lawfully and publicly disclosed information, such as lawful news reports and government information disclosure, and other channels.
V. Your Rights
During your use of Tencent Meeting, in order to facilitate your access to, deletion of, and correction of your personal information, and to guarantee your right to terminate the use of personal information and cancel your account, we have provided you with the appropriate operations and settings in the design of the product, and you can operate by referring to the following instructions. In addition, we have also set up a feedback channel and your comments will be timely processed.
5.1 Accessing Personal Information
·Accessing basic information such as WeChat account, mobile phone number, avatar, name, email address, and account benefits
1) After entering the Tencent Meeting, click on your avatar to enter the “Personal Center”;
2) Look up and view the information.
·Viewing past meetings
1) Visit the official website of Tencent meeting: https://meeting.tencent.com/ and log in with the Tencent Meeting account.
2) Click “My Meetings” and select “Meeting List” on the left side of the page to view past meetings in “Finished Meetings.”
·List of upcoming meetings
1) Visit the official website of Tencent meeting: https://meeting.tencent.com/ and log in with the Tencent Meeting account.
2) Click “My Meetings” and select “Meeting List” on the left side of the page to view upcoming meetings in “Upcoming Meetings.”
5.2 Correcting the Personal Information
·If you are an End User of an enterprise, you may request your Enterprise User Administrators to correct your personal information. If you are an Individual User, you may correct your personal information by taking the following steps.
1) On the mobile device, log in to the Tencent Meeting and click your avatar to enter the “Personal Center.”
2) In the Personal Center, click on the avatar to change the avatar or name;
Visit the official website of Tencent Meeting: https://meeting.tencent.com/, log in with the Tencent Meeting account, and click “Personal Profile” to perform relevant operations.
5.3 Deletion of Personal Information
If you believe that we have processed your personal information in violation of laws, administrative regulations or our agreement with you, you can contact us through the contact information in Section IX of thePrivacy Protection Guidelines and request to delete the relevant personal information. We will verify the information and inform you of the relevant results.
If you are an End User of an enterprise, you can request your Enterprise User Administrator to delete your personal information.
5.4 Consent Withdrawal
· Revoking the authorizations and consents of system permissions of iOS/Android:
1) For iOS, open Settings–select the Tencent Meeting, and turn off the relevant permissions;
2) For Android, open Settings–Privacy–Permission Management–Apps–select the Tencent Meeting and turn off the relevant permissions.
Please note that after you withdraw your consent, we will no longer process the corresponding personal information. However, your decision to withdraw your consent will not affect any previous processing of personal information based on your authorization.
5.5 Logging Out
· Logging Out of the Tencent Meeting
1) After entering the Tencent Meeting, click on your avatar and enter the “Personal Center”.
2) Click “Log Out.”
5.6 Account Cancellation
· If you are an End User of an enterprise, you may request your Enterprise User Administrator to cancel your enterprise account. If you are an Individual User, you may follow the following steps to cancel the Tencent Meeting account.
1) On the mobile device, after logging into the Tencent Meeting, click the avatar to enter the “Personal Center”;
2) Click the avatar again and select “Cancel Account” on the page.
1) Visit the official website of the Tencent Meeting: https://meeting.tencent.com/ and log in with the Tencent Meeting account;
2) Click “Personal Profile,” select “Account Security,” and click “More”;
3) Choose “Cancel Account.”
After you cancel your account, we will cease providing you with products or services and delete or anonymize your personal information, except as otherwise provided by the laws and regulations.
· Giving Feedback
If you have any question, comment or suggestion about thePrivacy Protection Guidelines or our services, you provide feedback by the following steps:
1) After entering the Tencent Meetings, click the avatar to enter the “Personal Center;”
2) Click “Make Complaints”;
3) Click “Say Something”;
4) Add some content and click “Submit” to send your feedback.
We may amend thePrivacy Protection Guidelines from time to time as appropriate. When the terms of thePrivacy Protection Guidelines are revised, we will notify you of the revisedPrivacy Protection Guidelines in an appropriate manner when the updated version is available, specifying the effective date of the revisedPrivacy Protection Guidelines. Please read the revisedPrivacy Protection Guidelines carefully. If you continue to use Tencent Meeting, you agree that we will process your personal information according to the updatedPrivacy Protection Guidelines.
VII. Minors Protection
We attach great importance to the protection of minors’ personal information. Our products, websites and services are mainly intended for adults. If you are a child under the age of 14, you shall provide your personal information to us only after obtaining the consent of your guardian (such as your parents). We do not knowingly allow a child to register his or her account or provide us with personal information without the consent of his or her guardian. If you are a minor of the age 14 or above, you should obtain in advance the consent of your guardian or confirm your consent to thePrivacy Protection Guidelines and theChildren’s Privacy Statement before providing us with your personal information.
We only use, provide, or disclose such information to the public where it is permitted by law, agreed to by the minor’s guardian, or deemed necessary to protect the minor. If we find that we have collected personal information of the child beyond the above scope, we will try to delete the data as soon as possible.
If you are a minor’s guardian, please pay attention to whether the minor under your guardianship has obtained your authorization or consent before using the service of Tencent Meeting. If you have any questions about the personal information of the minor under your guardianship, please contact us through the contact information in Section IX.
IX. Contact Information
You may contact us through https://kf.qq.com/ when you have additional complaints, suggestions, questions regarding minors’ personal information or when you need to delete all access records. You may also send your questions to Database@tencent.com.cn or to the following address:
Data and Privacy Protection Department, Legal Affairs Department, Tencent Building, Zhongyi Road, Nanshan District, Shenzhen, Guangdong Province, China
Zip Code: 518057
We will review the questions as soon as possible and reply within 15 days after verifying your user identity.