Microsoft Alumni Network Privacy Statement

What personal data does MSA collect about you?

We collect personal data from you in the following ways:

• Opt-in form with Microsoft: You can complete an "opt-in form" on Microsoft's intranet when you leave Microsoft to allow Microsoft to share your information with MSA, letting us know that you are interested in receiving more information about MSA. We collect the following information through the opt-in form: first name/last name; email address; country of employment; exit date; and your Microsoft employee ID (required).
• Application or verification form: You can apply to become a member of MSA through the application or verification form on our website. We collect the following required information through the registration form: first name, last name, personal email address, postal address (including city, state, country, and postal code), mobile number, exit date, and employee ID.

If your registration with MSA is successful, you will have the opportunity to share additional information with us, on a voluntary basis, to build out your personal profile. This may include a profile photo, your contact information, and Microsoft work history. If your application to MSA is unsuccessful, we will delete your personal data on a quarterly basis in accordance with our data retention policy.

• Data from Microsoft: In certain regions, Microsoft will send MSA your personal data when you leave Microsoft so that we can prepare a MSA account for you in advance. This information includes first name/last name; country of employment; exit date; and your Microsoft employee ID.
• Microsoft AlumConnect: We also collect information from you when you sign up and use our AlumConnect website (https://microsoftalumconnect.com), an online community to share ideas and engage with other Microsoft Alumni Network members.
• Other forms: We collect information from you through other forms that you engage with on our website (e.g., when you register for an event with or hosted by us, request a benefit or when you request further information from us on membership options and the services we provide). This may include, but is not limited to, first name/last name, email and postal address, and your telephone number.

How do we use your personal data?

When you complete an opt-in form or a registration or verification form, or we receive your personal data from Microsoft following an expression of interest in becoming a member of MSA, we will use such data to process your registration or expression of interest, including to determine your eligibility to join MSA.

If your registration to MSA is successful, we will use your information to set you up with an MSA account and personal profile. We will use this information to understand your needs and interests, to provide superior customer service to you, and continually improve our products and services. For example, we may use your personal data to:

• Provide information or services that you request through MSA;
• Customize and personalize your experience on MSA;
• Respond to any questions you submit through MSA;
• Send you service-related emails, marketing-related emails and newsletters;
• Monitor and measure our website performance;
• Process any donations you make through MSA;
• Process any forms you submit to MSA;
• To facilitate MSA responding to requests from you to update, amend, or delete inaccuracies in your personal data; and
• Any other MSA website operational activities related to providing the services you have requested on the MSA website.

We will also use your personal data to facilitate you taking the following actions, including on the AlumConnect website:

• Connecting with other members of the MSA network;
• Creating and participating in groups, events and blogs;
• Uploading documents to share with other members or third parties;
• Inviting a fellow former Microsoft colleague to join MSA; and
• Signing up for volunteering opportunities, to receive email communications, or to request other information, or make inquiries via the MSA website.

In each case, we will only use your personal data where we have an appropriate basis to do so within applicable law, such as with your consent, to provide our services to you, to comply with our legal obligations, and/or for our legitimate business purposes.

Who do we share your personal data with?

We may share your personal data with third parties (i.e., companies, organizations and individuals outside of MSA) in the following circumstances:

To validate your employment with Microsoft, and for administrative purposes

When you apply to MSA through our registration /verification form, we will share the information you provided to us with Microsoft in order to verify your former employment with a Microsoft company and determine your eligibility to join MSA. We will also share your personal data with Microsoft where you register for an event hosted by Microsoft or in order to provide benefits to you as a member of MSA.

With your consent

We will share your personal data with companies, organizations or individuals outside of MSA when we have your consent to do so.

To provide services to you

We share certain personal data, such as your name and location, with other members when you sign up to join Microsoft AlumConnect.

For external processing or services

We share some personal data with our affiliates and other trusted business partners such as the cloud services providers that hose our websites, platform and your data. In such cases, we contractually require these third parties to only use your personal data based on our instructions and in accordance with our data privacy, confidentiality and security requirements.

For legal reasons and to enforce our Terms and Conditions of Service

We will share some personal data with companies, organizations or individuals outside of MSA if we have a good faith belief that access, use, preservation or disclosure of the information is reasonably necessary to:

• comply with applicable law or to respond to valid legal processes, including court orders, subpoenas from law enforcement or other government agencies;
• enforce applicable Terms and Conditions of Service ("Terms") and other MSA agreements, including investigating potential violations;
• to a buyer or other successor in the event of merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of our assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, where one of the transferred assets is the personal data we hold.
• detect, prevent, or otherwise address fraud, security or technical issues; or
• protect against harm to the rights, property or safety of MSA, its users or the public as required or permitted by law.

Non-personal data

We may share non-personal data without restriction.

How long do we store your personal data?

MSA will retain your personal data for the purposes described above for as long as necessary to provide the MSA service, or for other legitimate purposes such as complying with our legal obligations, resolving disputes, and enforcing our agreements (where your application to MSA is unsuccessful, your personal data will be deleted on a quarterly basis). Because these needs can vary for different data types, as well as the context of our interactions with you or your use of our products, the actual retention periods may differ significantly. For more information on our retention periods, please contact info@microsoftalumni.com.

How to exercise your rights in relation to your personal data?

You can access, correct and update your personal data via your account on the MSA website or by contacting us using the contact information set out in the How to Contact Us section of this Statement.

You can ask us to delete or deactivate your member account, but then you will not be able to access any members-only areas of the MSA website. You can exercise these rights and choices by contacting us using the details provided in the How to Contact Us Section of this Statement.

You can also restrict and object to our processing of your personal data, or request to receive your personal data in a structured, commonly used and machine-readable format.

Please note that these rights are subject to certain limitations and/or restrictions, and will vary depending on your jurisdiction. In some cases, your ability to access or control your personal data will be limited, as required or permitted by applicable law. We may not accommodate a request to change or delete information if we believe the change or deletion would violate any law or legal requirement or negatively impact the information's accuracy.

We use commercially reasonable measures designed to maintain our services in a manner that protects information from accidental or malicious destruction or unauthorized disclosure. Because of this, after you delete information from our services, we will delete residual copies and information from our active servers and back-up systems.

Communications Preferences

MSA provides you with the opportunity to choose to receive email communications about MSA and on AlumConnect with the groups you are registered with. MSA also sends out an email newsletter and periodic emails notifying you of upcoming events, activities and other MSA-related information.

In all email communications you receive — except confirmation emails for event registrations, purchases, donations, or other payments — you will be provided with an "Unsubscribe" option to opt out of the specific email communication type. You can also modify the email types you receive at any time by editing your communication preferences in the "Communication Preferences" section on your personal profile page.

Your choice to not receive promotional emails from MSA does not apply to the receipt of service communications that are considered part of the operational elements of MSA. For example, membership expiration notices or if you signed up to attend an event and the event details have changed, MSA will send you an email with information regarding the changes to the event.

Credit Card Transactions

Some features of the MSA website enable voluntary credit card transactions. They include the purchasing of event registrations, online donations, membership purchases, merchandise purchases or the payment of other types of fees through the website. The website uses industry standard Secure Sockets Layer ("SSL") servers on its transaction pages. SSL encrypts all personal data submitted in credit card transactions, including names, addresses, and credit card numbers, to prevent unauthorized access to the personal data processed.

PCI Compliance

The MSA website addresses compliance with the Payment Card Industry Data Security Standards ("PCI DSS") via (i) its certification as a Level One Service Provider through Self-Assessment Questionnaire (SAQ) to fulfill their PCI compliance obligations authorized by the PCI Security Standards Council, and (ii) through its website hosting vendor Microsoft Azure. Microsoft Azure maintains a PCI DSS validation using an approved Qualified Security Assessor (QSA), and is certified as compliant under PCI DSS version 4.0 at Service Provider Level 1.

Use of Cookies and Web Beacons

As part of offering and providing customizable and personalized services, the MSA website uses cookies – small pieces of data (text files) – to store, and sometimes track information about you, on your device, such as your language preference or login information.

When you receive newsletters or promotional emails from us, we may use cookies, customized links or similar technologies to determine whether the email has been opened and which links you clicked on in order to provide you with more tailored email communications and to help us record metrics to enhance your experience on the website.

You can adjust your cookies settings (e.g., accept all cookies, or accept only strictly necessary cookies) via the cookies banner at the bottom of the MSA website. If you do not want to receive essential cookies (e.g., cookies that enable the MSA website to function or process a transaction), you may set your browser to reject them. However, please note if you turn such cookies off, you may not have access to some of the MSA website's services and features.

For further information on the cookies used on the MSA website, please see below.

Changes to this Privacy Statement

MSA reserves the right to make changes or additions to this Statement at any time. If those changes involve using your personal data in a manner that is different from the prior version of the Statement, we will notify you by email. Changes that do not affect the use of your personal data will be posted to the MSA website. If you have questions regarding this Statement, please contact us using the details provided in the How to Contact Us section of this Statement. We encourage you to check the MSA website periodically to see if we have made any changes to this Statement. You can also tell if this Statement has been changed by checking the Version Date posted at the beginning of this Statement.

How to Contact Us

If you have any questions about this Statement or our privacy practices, please contact us using the contact methods listed here:

Microsoft Alumni Network
Email: info@microsoftalumni.com
PO Box 3474
Redmond, WA 98073-3474
United States of America

Additional information for individuals in California

Do-Not-Track Signals and Similar Mechanisms. Some web browsers transmit "do-not-track" signals to websites. Because of differences in how web browsers incorporate and activate this feature, it is not always clear whether users intend for these signals to be transmitted, or whether they even are aware of them. We currently do not take action in response to these signals.

Third-Party Advertising, Links, and Content. Some of the services may contain links to content maintained by third parties that we do not control. We allow third parties, including business partners, advertising networks, and other advertising vendors, to collect information about your online activities through cookies, pixels, local storage, and other technologies. These third parties may use this information to display advertisements on our services and elsewhere online tailored to your interests, preferences, and characteristics. We are not responsible for the privacy practices of these third parties, and the information practices of these third parties are not covered by this Statement.

Additional Information for Individuals in the European Economic Area and the United Kingdom

The controller of your data is:

Microsoft Alumni Network
Email: info@microsoftalumni.com
PO Box 3474
Redmond, WA 98073-3474
United States of America

In accordance with the General Data Protection Regulation 2016/679 ("GDPR") and the UK General Data Protection Regulation ("UK GDPR"), you have the right to access, correct, object to, erase, restrict the processing of, and to transmit to another controller, the personal data MSA processes about you. Where MSA processes your personal data on the basis of your consent, you have the right to withdraw that consent at any time. Please note that these rights are not absolute and may be restricted in accordance with applicable law.

If we transfer your personal data outside of the EEA or the UK, to a country that is not subject to a finding of adequacy by the European Commission or the UK Government, we will implement appropriate or suitable safeguards to do so in accordance with the GDPR and/or the UK GDPR, as applicable. For more information on the safeguards we use, please contact info@microsoftalumni.com.

MSA does not engage in automated decision-making under Article 22 of the EU and UK GDPR.

You also have the right to complain to the supervisory authority in the country in which you live or work about MSA's processing of your personal data. If you are located in the EEA, you can find the contact details of your supervisory authority here. If you are located in the UK, you can contact the Information Commissioner's Office here.