Legal disclaimer for Teams meeting recordings, transcription and AI processing

Subject to your prior consent*, meetings organised by Elvinger Hoss Pruseen may, upon request from a third party or not, be recorded and transcribed using Microsoft Team’s recording and automated transcription functions. Transcripts may be processed and analysed to generate minutes, summaries and other outputs with Microsoft Team’s Copilot or other AI-powered tools.

At the start of the recording or upon joining a recorded meeting, you will be invited to provide your consent. This consent will cover the recording and processing of your voice, image, and personal data relating to you, including special categories of personal data as defined in Article 9 of the GDPR. You may withdraw your consent at any time for the future; the withdrawal will apply for the future but not to data already collected and processed prior to withdrawal.

If you do not consent, you can participate to the meeting, but your webcam, microphone and file sharing features will be disabled. However, if your participation in the meeting is required by law or you have a legal right to attend, the meeting will NOT be recorded and transcribed. You will be able to participate without being recorded.

Personal data collected during meetings will be processed in accordance with Elvinger Hoss Prussen’s privacy notice, available at https://elvingerhoss.lu/privacy-policy. Recordings and transcriptions will be stored securely in our EU-based enterprise OneDrive environment for the period necessary to generate required outputs (generally up to 270 days/9 months) or more under certain circumstances, for example if we grant access to the recording). AI generated contents we produce based on the transcripts will be retained in accordance with our standard retention policy for legal matters (generally 10 years after the end of the professional relationship with the relevant client).

Elvinger Hoss Prussen accepts no liability or responsibility for recordings and automated transcriptions made by our third-party software providers. Also, Elvinger Hoss Prussen accepts no liability or responsibility for prompts and any related AI outputs generated based on transcripts by us, participants or third parties during or after recorded meetings.

* Consent is not the legal basis for Elvinger Hoss Prussen’s personnel.