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PRIVACY GUIDE FOR PERSONAL INSIGHTS

 * Article
 * 03/31/2022
 * 6 minutes to read
 * 3 contributors


IS THIS PAGE HELPFUL?

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IN THIS ARTICLE

Personal insights in Microsoft Viva Insights help you find opportunities to
build better habits and get back in control of your time. This article describes
how Viva Insights uses personal data for personal insights, where it stores that
data, and the ways in which it was designed to keep that data safe. It also
describes how Viva Insights complies with GDPR regulations.


SUMMARY OF KEY POINTS

 * Personal insights in Viva Insights is not designed to enable evaluation,
   tracking, automated decision making, profiling, or monitoring. Viva Insights
   provides you with personal insights through the Viva Insights in Microsoft
   Teams app, the Insights Outlook add-in, a cloud-based dashboard, Viva digest
   emails, Briefing emails, and inline suggestions in Outlook. Personal insights
   in Viva Insights has no mechanism or option that allows anyone but you to
   access the personalized information that is displayed through these surfaces,
   unless you purposefully and independently share it. Personal insights data
   provided by Viva Insights cannot be used for automated decision making or for
   profiling.
 * Personal insights in Viva Insights does not give employees access to new
   personally identifiable information on other coworkers. Viva Insights
   converts data into personal insights by doing calculations on information
   that you generate just by going about your workday. Most of the data that you
   see in personal insights from Viva Insights is simply an aggregation of
   information to which you already have access, but that you wouldn’t be able
   to quickly perform calculations on without some support.
 * Personal insights in Viva Insights data is processed and stored in the
   employee’s Exchange Online mailbox. Viva Insights processes data from these
   sources for personal insights: Exchange Online email and calendar data, chat
   and call signals from Skype for Business and from Teams, and—if both you and
   your organization's IT administrator opt you in—Windows 10 application
   activity history. Viva Insights stores and processes this data inside each
   employee’s Exchange Online mailbox.
 * Personal insights in Viva Insights supports General Data Protection
   Regulation (GDPR) compliance. Microsoft has designed Personal insights in
   Viva Insights to support your organization’s needs to follow GDPR
   requirements.


KEY PRINCIPLES

 * As a Viva Insights user, only you can see your own data.
 * Your data is stored and computed in your Exchange Online mailbox.
 * You can opt in and opt out at any time.
 * Personal insights in Viva Insights shows you no personally identifiable info
   of co-workers beyond what you can already see in Outlook and Teams.


WHERE TO SEE PERSONAL INSIGHTS

Personal insights in Viva Insights are available as follows:

 * Viva Insights in Teams
 * Viva Insights in Outlook
 * Viva Insights dashboard
 * Briefing emails in Outlook
 * Digest emails in Outlook
 * Inline suggestions in Outlook


DATA TYPES

Viva Insights provides personal insights with the following types of data.

 * Mailbox data - Email, calendar, chat, and call activity that you generate by
   using Microsoft 365, such as time that you spend in meetings or emails that
   you send to a specific person or group.
 * Windows 10 activity history data - Data on your usage of apps and services on
   your device: whether you worked on a document and whether you browsed the
   web.
 * Incremental data - Data that would otherwise be unavailable to you but is
   presented in an aggregated form designed to protect individual privacy.


MAILBOX DATA

Mailbox data represents information that you already have access to simply by
going about your job, such as sending emails, arranging meetings, or chatting
with coworkers. Viva Insights processes and shows the information in ways that
make it actionable.

For example, Viva Insights provides views that allow you to quickly understand
how much time you spend in meetings and in email every day, who you collaborate
with the most, who you are losing touch with, and to whom you have made
commitments and requests.

You can take action on this information. You might decide that you spend too
much time in meetings, for example, and adopt a personal goal of running more
efficient meetings.

Personal insights are derived from data that is already available to you in the
following places:

 * Your Exchange Online mailbox
 * Your activity in OneDrive and SharePoint documents
 * Your chat and call history from Teams and from Skype for Business

Viva Insights simply applies some basic calculations and rules to make this data
more actionable. Mailbox data is stored directly in your Exchange Online
mailbox.

For example, if you want to determine which colleagues sent you the most email
over the past week, you could technically do so without Viva Insights by
manually counting emails from coworkers in your inbox. Similarly, you could
determine your coworkers’ average response time to the emails that you sent them
by using the timestamp information readily available in your mailbox. Viva
Insights saves you the trouble of having to perform these tedious calculations.


WINDOWS 10 ACTIVITY HISTORY DATA

Windows 10 activity history data refers to the things you do on your device,
such as the apps and services you used, whether you worked on a document, and
whether you browsed the web. The activity history is stored locally on the
device, and if you're signed in to the device with a Microsoft account and you
give permission, Windows sends the activity history to Microsoft.

Viva Insights uses Windows 10 activity history data to compute the personal
insights (for example, time spent in apps, multi-tasking in meetings) about your
work habits. These personal insights are private and stored in your Exchange
Online mailbox.

Also note that, if you choose to send Windows 10 activity history to Viva
Insights, activity data is saved even if you use a non-work or non-school
account (for example, a personal live.com or facebook.com account) to connect to
the app or service. However, activity data is not saved when you browse with
InPrivate tabs or windows in the Microsoft Edge web browser.


INCREMENTAL DATA

In a few cases, Personal insights in Viva Insights provides you with
de-identified information on other people that would not have otherwise been
available to them, such as for Email read rates.

EMAIL READ RATES

Viva Insights tracks the percentage of recipients who opened an email message
(in the Outlook add-in) for email that you’ve sent to five or more people.

To preserve privacy, Viva Insights does not track read rates for messages sent
to fewer than five people. Viva Insights also doesn't show read rates of "0
percent" or "100 percent," as that would allow people to make definitive
conclusions about individual coworker actions. Instead, the read rate in these
cases is displayed as a range that encompasses a threshold value that depends on
the number of recipients of the email.

This metric is calculated based on the "read" flag in Exchange Online. For some
people, messages are flagged as "read" when you open a message in the Outlook
preview pane. For others, you might need to double-click to open the message to
mark it as "read."

You can control this setting in your Outlook settings. To show these signals in
the sender’s mailbox, the “read” flag is copied within the Microsoft 365
environment, and then delivered to the sender’s mailbox.


GDPR COMPLIANCE

As is the case with the full Microsoft 365 suite, Viva Insights helps support
compliance with GDPR requirements. For example, Viva Insights supports the
following:

 * Secure and protect personal data. Because all Personal insights data in Viva
   Insights is stored in your Exchange Online mailbox, Viva Insights meets this
   security obligation by virtue of Exchange Online also meeting the obligation.
 * Requests to export, delete, or restrict processing personal data. Microsoft
   supports user requests, such as requests for export of or deletion of data.

For more information, see GDPR compliance.






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 * Previous Version Docs
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 * Terms of Use
 * Trademarks
 * © Microsoft 2022