Microsoft 365 privacy notice statement

Agriculture and Agri-Food Canada (AAFC) uses the Microsoft 365 (M365) platform as an electronic collaboration tool. Any personal information AAFC collects using this tool is collected under the authority of section 7 of the Financial Administration Act and complies with the Policy on Communications and Federal Identity. All personal information AAFC collects is protected under the provisions of the Privacy Act.

Among its many features, M365 offers the ability to create

  • live captions
  • automated translation
  • recorded meetings
  • meeting transcriptions

When AAFC uses M365 to record meetings, conferences or live broadcasts, these features are enabled to provide relevant, up-to-date and accessible venues to all our meeting, conference or broadcast participants.

AAFC will use meeting recordings to administer, audit, analyze, and evaluate:

  • program deliverables
  • provide accommodation services or
  • facilitate training needs

AAFC may also share the information recorded during this meeting/conference and any associated documentation with other organizations collaborating with AAFC. In this way, AAFC will be able to facilitate multi-institutional program deliverables, provide accommodation services or facilitate training needs.

When you participate in a recorded meeting, conference or live broadcast, you have two options:

  • You can agree to have your likeness, voice, chat messages, and shared information recorded by keeping your camera on. We strongly encourage the use of background images, or "blurred effects" to protect the identity of any members of your household that may walk into the background of a recorded event
  • You can decline to have your likeness recorded by turning your camera off. Your voice, chat messages you send, and any information you share during the meeting will still be captured and included in the recording
  • You can choose not to join or leave the meeting to participate in an unrecorded event, if one is available; or, to review the playback should it become available. If you choose to leave the meeting, your likeness, voice, chat messages and shared information that you share before you leave the meeting will be captured and included in the recording

Personal information is managed in accordance with the Privacy Act. You have the right to access your personal information, under the control of AAFC, and to request changes to incorrect personal information. You may exercise these rights by contacting the AAFC Access to Information and Privacy Director at Individuals also have the right to complain to the Office of the Privacy Commissioner concerning the management of their personal information.

For more information about AAFC's privacy practices, please refer to the Standard Personal Information Banks: Internal Communications PSU 915 and Outreach Activities PSU 938.