Last updated: 17 August 2026
About this notice
This notice explains how HOYA processes personal information when you participate in a HOYA Microsoft Teams meeting, webinar, town hall or training, or are invited as an external guest to access a HOYA Microsoft 365 resource. It supplements any other privacy notice provided by the relevant HOYA company.
Who is responsible?
The HOYA company organising the event or providing access is responsible for the relevant processing. Other HOYA companies may provide central IT, security, compliance and privacy support.
Information we collect
Depending on your interaction, HOYA may collect:
- your name, contact details, organisation, job title and account information;
- registration and attendance details, including joining and leaving times;
- information you share through chats, questions, polls, audio, video or other content;
- guest account, authentication, access, device and security log information; and
- recordings, transcripts, AI-generated notes, minutes, summaries, action items or other meeting outputs, where these features are enabled.
You will be informed if an event is recorded or transcribed or if AI-supported meeting features are enabled.
How and why we use your information
HOYA uses this information to organise and deliver events and training, communicate with participants, provide materials and follow-up, document attendance or completion of training, administer guest accounts and access, protect its systems, investigate technical or compliance concerns, and meet legal and regulatory requirements.
Where enabled, Microsoft Teams, Microsoft Copilot or other approved AI-supported tools may process meeting content, including audio, transcripts, chats and shared materials, to generate meeting notes, minutes, recaps, summaries, action items or related outputs. These outputs support meeting administration and follow-up and are not used to make solely automated decisions about participants. As AI-generated content may be incomplete or inaccurate, it should be reviewed before being relied upon.
HOYA processes personal information in accordance with applicable local law. Where the GDPR, UK GDPR or similar laws apply, HOYA may rely on its legitimate interests in communication, collaboration, training, meeting administration and secure access management. Where legitimate interests is not a recognised legal basis, HOYA relies on an applicable ground permitted by local law, which may include consent, contractual or employment-related necessity, compliance with law or another permitted ground.
For individuals in Japan, HOYA processes personal information under the Act on the Protection of Personal Information for the purposes specified in this notice, including the use of approved AI-supported tools to prepare meeting notes, minutes, summaries and follow-up actions. HOYA will not use the information beyond the scope reasonably relevant to these purposes without consent, unless otherwise permitted by law.
Sharing and international processing
Information may be accessed by event organisers, presenters, authorised HOYA personnel and companies, Microsoft and other approved service providers, and authorities where disclosure is required or permitted by law. Other participants may see information you make visible during an event, including your name, image, voice, messages or contributions.
As HOYA operates internationally, information may be processed outside your country. Where required, HOYA applies appropriate contractual, organisational and legal safeguards to international transfers.
Retention
HOYA retains information only for as long as necessary for the relevant event, training, collaboration, access, security, audit or legal purpose. Guest information is generally retained while access is required. Attendance records, recordings, transcripts, AI-generated meeting outputs and other event materials are retained in accordance with the relevant purpose and HOYA’s retention requirements.
Your rights
Depending on applicable law, you may have rights to access, correct, delete or restrict your information, object to processing, withdraw consent where processing is based on consent, and complain to a privacy authority.
Certain information is necessary to register, participate or obtain access. Without it, HOYA may be unable to provide the relevant registration, participation or access.
Contact us
For questions or to exercise your privacy rights, contact:
HOYA Global Privacy
Email: dpo@hoya.com
You may also contact the HOYA company that organised the event or provided access.