Privacy Policy for Using Copilot in Teams
Effective Date: 09/03/2024

This privacy policy explains how Element Media Limited, a web development and business consulting company, uses Copilot in teams to conduct business meetings with its clients. Copilot is a service provided by GitHub, Inc. that helps us write code and documents faster and better. Copilot is powered by OpenAI Codex, a system that generates natural language and code from text prompts.

By using our services, you agree to this privacy policy and consent to the collection, use, and disclosure of your personal information as described below. If you do not agree, please do not use our services or provide us with any personal information.

What information do we collect and how do we use it?

• We collect your name, email address, phone number, and any other information you voluntarily provide us when you contact us, request a quote, or hire us for a project. We use this information to communicate with you, provide you with our services, and send you invoices and receipts.

• We use Copilot in teams to collaborate with you on writing code and documents for your project. Copilot in teams allows us to share our screen and code editor with you, and to chat with you in real time. When we use Copilot in teams, Copilot may access and process the code and documents that we work on together, as well as our chat messages. Copilot uses this information to generate suggestions and feedback for us, and to improve its service. Copilot does not store or share this information with anyone else, except as required by law or to comply with GitHub’s terms of service and privacy statement.

• We use Copilot in teams to record and capture video of our meetings, as this is a default setting for our business. We do this to enhance our collaboration, quality assurance, and customer satisfaction. We store the recordings and captures on secure servers and devices that are protected by passwords and encryption. We do not share the recordings and captures with anyone else, except as required by law or to comply with GitHub’s terms of service and privacy statement. We delete the recordings and captures when they are no longer needed or when you request us to do so, whichever comes first. If you do not want us to record or capture any part of our meetings, you must inform us before the meeting starts and we will disable this feature for you.

How do we protect your information?

• We take reasonable measures to protect your information from unauthorised access, use, disclosure, alteration, or destruction. We use secure and encrypted communication channels, such as HTTPS and SSL, to transmit your information. We store your information on secure servers and devices that are protected by passwords and encryption. We limit the access to your information to ourselves and to GitHub, Inc., the provider of Copilot.

• However, no method of transmission or storage is completely secure, and we cannot guarantee the absolute security of your information. In the event of a breach of security that affects your information, we will notify you as soon as possible and take appropriate steps to mitigate the impact and prevent future incidents.

How long do we keep your information?

• We keep your information for as long as necessary to provide you with our services and to comply with any legal or contractual obligations. We delete your information when it is no longer needed or when you request us to do so, whichever comes first. However, some information may remain on backup copies or archives for a limited period of time, or as required by law or GitHub’s terms of service and privacy statement.

How do you update or delete your information?

• You have the right to access, update, correct, or delete your information at any time. You can contact us at michael@elementmedia.uk to request any changes or deletions. We will respond to your request within a reasonable time and in accordance with any applicable laws and regulations.

How do you contact us?

• If you have any questions, comments, or concerns about this privacy policy or how we use your information, please contact us at michael@elementmedia.uk. We will do our best to address your issues and resolve any disputes.