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Microsoft Copilot (Microsoft 365): UX Transparency for Web Queries

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Roadmap ID:419810
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The update "UX Transparency for Web Queries" (Roadmap ID: 419810) for Microsoft Copilot places a clear focus on transparency. It allows users to see the exact web queries that Copilot generates in response to their input, as well as the list of websites queried. The rollout is planned for November 2024, with a preview in October 2024.

The update supports compliance with the General Data Protection Regulation (GDPR), particularly in terms of transparency and accountability. By allowing users to view the exact web queries and the websites queried, the processing process of data is disclosed, which meets the requirements for traceability of data processing under the GDPR.

Reviewing queries: Organizations should regularly analyze the web queries generated to ensure that they comply with privacy and security policies.

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Microsoft 365 is complex enough. Our bilingual assessments (German/English) are intentionally worded in a way that is easy to understand for organisations in both the private and public sectors. They are aimed at data protection officers, compliance managers, works council members, information security officers and IT administrators, among others.

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Evergreen IT describes an approach in which IT infrastructure and software are continuously kept up to date through frequent, smaller updates rather than relying on large, disruptive version upgrades. This approach ensures that companies always benefit from the latest features, security updates and performance improvements without the need for complex migration projects. Continuous updating reduces technical debt and ensures a stable, future-proof IT landscape.

Using Microsoft 365 in a compliant way

Continuous monitoring of changes to the software used is a mandatory part of every data protection impact assessment (“DPIA”) according to Art. 35 GDPR (“concept compliance”). The AI Act and the German Works Constitution Act also require that organizations are always informed about the further development of Microsoft 365 and can derive any necessary measures.

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S. Keppmann
EMEA Privacy Officer @ Archer Daniels Midland Company

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