Data privacy policy for the processing of personal data in Microsoft Forms

1. Introduction

The protection of your privacy is of the utmost importance to the European Patent Office (EPO). We are committed to respecting and protecting your personal data and ensuring your rights as a data subject. All data of a personal nature (i.e. data that can identify you directly or indirectly) will be processed fairly, lawfully and with due care.

This processing operation is subject to the Data privacy policy for the processing of personal data in Microsoft 365 and the Guidelines for the protection of personal data in the European Patent Office.

2. How and why do we process your personal data?

We have expanded our use of Microsoft 365, and in particular Microsoft Forms, to enable our staff to quickly and easily create forms and perform surveys and questionnaires.

Personal data is processed, i.e. collected and stored in Microsoft’s cloud servers, for the purpose of providing the above-mentioned services.

It will not be used for any automated decision-making, including profiling.

3. What personal data do we process?

3.1. Forms roles

The data collected about you is dependent on whether you are an owner or a respondent.

3.1.1. Owners

Owners have access to Forms and can either individually or in collaboration with other owners directly create and distribute surveys, forms and questionnaires.

3.1.2. Respondents

Respondents are people who have received a survey, form or questionnaire powered by the Forms service from an owner with a request to complete it.

3.2. Information collected

Contact information

When you respond to an anonymous survey, no contact information will be included in your response and your response cannot be identified as having been submitted by you.

For confidential surveys, the owner will be able to see your name, your email address, the date and time you opened the survey and the date and time you submitted your response. These surveys are identified by the text “Hi xxxx, when you submit this form, the owner will be able to see your name and email address” at the top of the form.

Usage information

Usage information is recorded, but only to prevent you from submitting multiple responses in cases where this feature is enabled by the owner when creating the survey.

Survey/form/application data

Survey/form/questionnaire data (questions and responses) is stored in the Microsoft cloud.

4. Who has access to survey/form/questionnaire data?

Access to the submitted responses is available to owners only.

5. Data retention

Unless there is a legitimate interest in retaining them for longer, the owner will delete all responses within one year of the survey’s completion.

If you are a respondent, you can ask the owner how long your responses will be stored in Forms.

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