We collect and process your personal data for the purposes set out below, which may include but are not limited to the following. Failure to provide your personal data when requested may prevent us from being able to carry out these tasks and/or comply with our legal obligations. Please also review the Microsoft Data Program (MDP) and Learning and Skills Data Addenda to the DPN for supplementary information about how we may process personal data in connection with those activities.

Recruitment and Hiring. For our recruitment and hiring purposes, including engaging with you concerning job opportunities at Microsoft, considering your application for employment to specific roles, candidate screening, interview scheduling and management, lawful vetting and background screening, and preparing an offer letter.

Management of the Employment or Working Relationship. For onboarding new workers and management of our employment or working relationship with you.

Payroll, Compensation, and Accounting. For our payroll and compensation activities, including tax reporting, administering equity and incentive compensation, administering Rewards, expense reimbursement, and other accounting tasks.

Benefits Registration and Administration. For activities related to benefits registration and administration for employees (and dependents and beneficiaries), including holiday leave, other types of leave, insurance, health, equity, pension, retirement, childcare, relocation, tax and travel management services, financial investment services, and benefits and opportunities available through Microsoft Give.

Career Planning and Development. For activities related to career planning and development, including assessing and providing your Microsoft career opportunities, supporting skill development and learning, and enabling internal mobility and workforce opportunities.

Training and Coaching. To administer training and coaching related to your role, to help you learn new skills, or as part of your overall career development.

Performance Management. To conduct performance management and review activities, including reviewing, rewarding, and assessing individual employees on their performance, and Connects.

General Human Resources (HR) Administration. For our general HR administration, including employee support services, general HR and workplace management, maintaining our global directory of employees and external staff, measuring employee sentiment and thriving, and other workplace analytics.

Emergency Notifications. To communicate with or provide notification to you or your designated emergency contact in the event of a natural disaster or other life/safety emergency, including communications to employees and employee-designated contacts, accounting for employees during emergencies, and other communications necessary to protect the life and safety of employees and others.

Equal Opportunity Assessment and Accommodations. To manage and assess our equal employment opportunity, diversity, inclusion and accessibility programs, including monitoring and ensuring equal treatment and opportunity, providing work-related accommodations or adjustments, and for our global equal opportunity initiatives.

Legal and Policy Compliance Administration and Enforcement. To administer and enforce our legal and policy compliance programs and requirements, including fulfilling our obligations under our contracts, government clearances, and applicable Microsoft policies; maintaining required records (e.g., tax information of former and current personnel); collection or disclosure of personal data under judicial authorization (e.g., a court order, administrative or judicial process, or other lawful request by a public authority, in the U.S. or a foreign jurisdiction); performing lawful background screenings; for complying with laws and regulations (e.g., for minimum wage, working time, tax, health and safety, anti-discrimination laws,  government reporting obligations, global migration, whistleblowing procedures, and data subject rights); and investigating potential violations of, exercising, or defending Microsoft’s legal rights (including seeking legal advice, combatting fraud, and protecting the life and safety of employees and others).

Disciplinary Matters and Investigations. To address disciplinary matters and conduct investigations, including investigating wrongful acts or potential violations of our internal policies, obtaining information relevant to incidents involving employees, and administering and enforcing disciplinary actions.

Corporate Transactions. To undertake and administer corporate transactions, including the sale, assignment, or other transfer of all or part of our business, or Microsoft’s acquisition and integration of all or part of another business (e.g., integrating or enabling access to information about individual employees between Microsoft and the acquired business).

Managing, Monitoring, Protecting, and Improving Our Systems. For activities related to managing, monitoring, protecting, and improving our information systems, services,  networks, applications, devices and other assets, infrastructure, technology, and resources (“Systems”), including managing, measuring, assessing, and protecting unauthorized access and use of confidential company, employee and customer data or Systems; and protecting our Systems from intrusions (including by implementing, administering, testing, and updating cybersecurity and data protection measures) research and improvement of Microsoft’s “dogfooding” programs (e.g., the Elite dogfooding program), and human and machine review of data to train AI models and improve machine learning for Microsoft products and services. We also use business data and other workplace usage, device and content data for organizational and individual analytics and data insight purposes to improve Microsoft business operations, security, manager capability, and the employee experience.

Managing, Monitoring, Protecting, and Improving our Facilities. For activities related to managing, monitoring, protecting, and improving our campus, parking, buildings, office space, conference rooms, catering and café services , and other physical spaces (“Facilities”), including monitoring and administering access to our Facilities, analyzing building occupancy and utilization and campus parking and transportation, space planning and allocation, provision and improvement of employee services and Facilities, undertaking measures for health and safety of persons using our Facilities; operating and monitoring physical security systems, such as CCTV, key card or badge-managed entry systems, and guest logs; registering and logging exit and entry times for personal vehicles; and emergency notification services.

Scientific Research. For activities related to scientific research, including research viewed in the public interest and research attempting to contribute to generalizable knowledge, subject to appropriate technical and organizational controls (e.g., data anonymization and aggregation, adhering to our privacy standards, and conducting ethics and compliance reviews).

Personalization. For personalization activities such as to understand your preferences to enhance your employee experience, including storing and honoring your preferences and settings and enabling you to sign-in or otherwise access and use our Systems and assets.

AI and Automated Decisions. As Microsoft enables AI supported experiences in its products, your personal data may also be processed by AI to facilitate certain features and experiences deployed on the Microsoft tenant – including AI Copilot features such as chatbot features, summarization features, and the like. Where permissible, AI and machine learning (ML) technologies may also be used to process your data for the business purposes described in this section. Microsoft’s processing of your data will comply with its commitment to responsible AI. We may also use automated decision-making systems to identify trends and outages and monitor and secure our Systems and data, to provide chatbots and other interactive services, and monitor compliance with our policies and procedures.

General Business Operations. For our general business operations, including general management of the business (e.g., management of employees and business tasks), implementing and managing our business applications and systems, and facilitating communications and collaboration.

Workplace Communications. To provide, support, and maintain workplace communication tools and technologies, including those supporting email, chat, phone, and video communications (which includes our recording or storing such communications as further described in the Workplace Security and Monitoring section below).

We may combine data from different sources for the above purposes.

Use of personal data for the above purposes, such as general business operations, may include AI-supported experiences deployed on the Microsoft tenant, including AI Copilot features such as chatbot and summarization features. Processing involving these experiences will comply with Microsoft’s commitment to responsible AI.

For eligible employees (i.e., part or full-time employees, interns, apprentices, or visiting researchers) who enroll in Microsoft Give, with your consent, we use personal data as described above. Give is a voluntary benefit program from which participants can opt-out and revoke their consent at any time; however, opt-outs and revocations do not affect previous processing of personal data. Further information on Microsoft Give is available here.

We may also process personal data for other legitimate business purposes as permitted under applicable law as necessary to manage our employment or working relationship with you.

Where required by law, we will seek your consent for the above uses; and where your consent is sought, we will ensure your consent is informed, voluntary, and that you suffer no adverse consequence from any decision to withhold or revoke your consent.