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PRIVACY GUIDE September 2021 | 3725-86188-004A
Poly G7500 and Poly Studio X Family
Getting Help
For more information about installing, configuring, and
administering Poly/Polycom products or services, go to
Polycom Support.
Plantronics, Inc. (Poly — formerly Plantronics and Polycom)
345 Encinal Street
Santa Cruz, California
95060
©
2021 Plantronics, Inc. All rights reserved. Poly, the propeller
design, and the Poly logo are trademarks of Plantronics, Inc.
All other trademarks are the property of their respective
owners.
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Contents
Before You Begin................................................................................................2
Related Poly and Partner Resources..................................................................................2
Privacy-Related Options....................................................................................3
System Usage Data Collected by Poly............................................................................... 3
Send Usage Data to Poly......................................................................................... 3
Call Detail Report (CDR) ....................................................................................................4
Enable the Call Detail Report Feature......................................................................4
Configure the Recent Calls List...........................................................................................4
Create Local Administrator Credentials.............................................................................. 5
Setting Up a Directory......................................................................................................... 5
Register with the Polycom Global Directory Server................................................. 6
Register with an LDAP Directory Server.................................................................. 6
Managing Contacts and Favorites............................................................................7
Register the System with RealPresence Resource Manager Provisioning Service............8
Retrieve Log Files............................................................................................................... 9
How Data Subject Rights Are Supported.......................................................10
Right to Access................................................................................................................. 10
Right to Be Informed......................................................................................................... 10
Right to Data Portability ....................................................................................................11
Right to Erasure.................................................................................................................11
Right to Rectification .........................................................................................................11
Right to Object to Processing ...........................................................................................11
Right to Restrict Processing .............................................................................................12
Purposes of Processing Personal Data......................................................... 13
How Administrators Are Informed of Any Security Anomalies
(Including Data Breaches)...........................................................................14
How Personal Data is Deleted.........................................................................15
Reset System Settings......................................................................................................15
Factory Restore the System..............................................................................................16
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Before You Begin
Topics:
▪ Related Poly and Partner Resources
The Poly G7500 and Poly Studio X Family Privacy Guide provides information on how Poly products
utilize customer data and how customers can configure G7500 and Studio X Family systems to process
personal data.
Related Poly and Partner Resources
See the following sites for information related to this product.
▪ The Poly Online Support Center is the entry point to online product, service, and solution support
information including Video Tutorials, Documents & Software, Knowledge Base, Community
Discussions, Poly University, and additional services.
▪ The Poly Document Library provides support documentation for active products, services, and
solutions. The documentation displays in responsive HTML5 format so that you can easily access
and view installation, configuration, or administration content from any online device.
▪ The Poly Community provides access to the latest developer and support information. Create an
account to access Poly support personnel and participate in developer and support forums. You can
find the latest information on hardware, software, and partner solutions topics, share ideas, and
solve problems with your colleagues.
▪ The Poly Partner Network is a program where resellers, distributors, solutions providers, and unified
communications providers deliver high-value business solutions that meet critical customer needs,
making it easy for you to communicate face-to-face using the applications and devices you use
every day.
▪ The Poly Services help your business succeed and get the most out of your investment through the
benefits of collaboration.
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Privacy-Related Options
Topics:
▪ System Usage Data Collected by Poly
▪ Call Detail Report (CDR)
▪ Configure the Recent Calls List
▪ Create Local Administrator Credentials
▪ Setting Up a Directory
▪ Register the System with RealPresence Resource Manager Provisioning Service
▪ Retrieve Log Files
There are different deployment options for your system that may affect the privacy options and supporting
requirements described below. These details apply specifically to G7500 and Studio X Family systems
deployed in a customer premises and managed by the customer.
System Usage Data Collected by Poly
Poly automatically collects and analyzes product usage data, device data, call detail records (CDRs), and
quality of service (QoS) data from your system.
Data collected is used for the purposes of license verifications, product improvements, support
operations, improving overall user experience, and future product innovations.
The system sends the following information to Poly:
▪ Device information, including the hardware and software versions of primary and secondary devices
▪ Device health data, including CPU and memory usage
▪ Call experience statistics
▪ Call detail record (CDR) and call health
▪ Device-level network analytics
▪ Data and statistics related to device or feature usage
Send Usage Data to Poly
You can help Poly improve its products and services by allowing the collection of usage data from your
system.
With your agreement, the system sends the following information to Poly Cloud Services and the Device
Analytics service:
▪ Basic device information, including hardware and software versions
▪ Basic device configuration data
▪ Data and statistics related to device or feature usage
▪ Device health data, including CPU and memory usage
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Privacy-Related Options
Procedure
1. In the system web interface, go to Servers > Cloud > Preferences.
2. Click the link to read the “Terms and Conditions”.
3. Select the check box to agree to the data collection.
Call Detail Report (CDR)
When enabled, the Call Detail Report (CDR) feature keeps a record of every incoming, outgoing, and
missed call that occurs on the system. If a call does not connect, the report shows the reason. In
multipoint calls, each far site is shown as a separate call, but all have the same conference number.
You can find the CDR in the system logs.
Enable the Call Detail Report Feature
Enable the Call Detail Report feature to keep a record of the system's most recent call entries. When
enabled, you can download call records and view the room system's call history. Within five minutes after
ending a call, the CDR is written to memory.
Procedure
1. In the system web interface, go to Call Configuration > Recent Calls.
2. Mark the Call Detail Report check box.
Configure the Recent Calls List
You can display recent calls on the Place a Call page in the system web interface.
The recent calls list includes the following information:
▪ Name or number
▪ If the system placed or received the call
▪ Date and time
Procedure
1. In the system web interface, go to Call Configuration > Recent Calls.
2. Configure the following settings (your changes save automatically):
Setting Description
Call Detail Report Call detail record (CDR) information is in the
system logs. When disabled, the system doesn’t
write call information.
Enable Recent Calls Specifies whether to show recent calls on the local
interface and the system web interface.
Maximum Number to Display The maximum number of calls the system displays
in the recent calls list.
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Privacy-Related Options
Create Local Administrator Credentials
You can require local administrator credentials for in-room and remote access to the system.
Passwords for logging in to the system are case sensitive and can’t contain more than 40 characters.
Procedure
1. In the system web interface, go to Security > Local Accounts.
2. Configure the following settings:
Setting Description
Admin ID The local administrator account name (default is
admin).
Room Password You must enter this password to change
administrator settings in the local interface.
The default password is the last six characters of
the serial number listed in System Details and on
the back of the device.
Remote Access Password If you set this option, you must enter this password
to access the system through the system web
interface or command-line API (SSH or telnet).
This password lets you perform device
management tasks, such as updating the system’s
software.
3. Optional: Do one of the following:
▪ To use the local administrator Room Password for remote logins, leave the Use Room
Password for Remote Access option enabled.
Note: Password requirements for the local administrator password and remote access
password must be configured separately.
▪ If you don’t want to use the local administrator Room Password for remote logins, disable
the Use Room Password for Remote Access option.
This setting specifies that the system uses the local administrator Room Password for remote
logins. This setting is enabled by default.
4. Select Save.
Setting Up a Directory
You can register your system with a directory to call contacts in your organization.
The system supports the following directory features:
▪ Up to 2,000 local contacts
▪ Up to 2,000 Favorites
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▪ Up to 200 Favorites groups
▪ Global groups (local groups aren’t supported)
▪ Up to 4,000 contacts from a Polycom GDS server
Register with the Polycom Global Directory Server
You can register your system with the Polycom Global Directory Server (GDS).
Enable H.323 on your system before you register it with this directory server.
Procedure
1. In the system web interface, go to Servers > Directory Servers.
2. In the Server Type field, select Polycom GDS.
3. Configure the following settings:
Setting Description
Server Address Specifies the IP or DNS address of the Polycom
GDS.
Privacy-Related Options
Password The Polycom GDS password, if one exists.
4. Select Save.
Register with an LDAP Directory Server
You can register your system with an LDAP directory server.
Procedure
1. In the system web interface, go to Servers > Directory Servers.
2. In the Server Type field, select LDAP.
3. Configure the following settings:
Setting Description
Server Address Specifies the address of the LDAP directory server.
When provisioned, this setting is read-only.
Server Port Specifies the port for connecting with the LDAP
server. When provisioned, this setting is read-only.
Base DN (Distinguished Name) Specifies the top level of the LDAP directory where
searches begin. When provisioned, this setting is
read-only.
To avoid LDAP registration issues, make sure the
base DN is at least one level deeper than your
domain. For example, enter
ou=users,dc=example,dc=com instead of
dc=example,dc=com.
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Privacy-Related Options
Setting Description
Multitiered Directory Default Group DN Specifies the top-level group of the LDAP directory
required to access its hierarchical structure. When
provisioned, this setting is read-only.
Authentication Type Specifies the protocol for authenticating with the
LDAP server:
▪ NTLM
▪ Basic
▪ Anonymous
Bind DN (Distinguished Name) Specifies the bind DN when using basic
authentication. Available only when you set
Authentication Type to Basic. When provisioned,
this setting is read-only.
Use SSL (Secure Socket Layer) When enabled, encrypts data to and from the
LDAP server.
Domain Name Specifies the domain name for registering with the
LDAP server.
User Name Specifies the user name for registering with LDAP
server.
Password Specifies the password for registering with the
LDAP server.
4. Select Save.
Managing Contacts and Favorites
You can create local contacts and designate favorites for your system.
Types of Favorites
The system web interface displays several types of favorites.
Directory Server Registration Types of Contacts
Polycom GDS
▪ Directory entries created locally by the user.
▪ References to Polycom GDS entries added to
Favorites by the user.
These entries are available only if you successfully
register the system with Polycom GDS. Users can
delete these entries from Favorites, but they can’t edit
these entries. Users can copy these entries to other
Favorites and remove them from those groups.
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Directory Server Registration Types of Contacts
Privacy-Related Options
LDAP with H.350
▪ Directory entries created locally by the user.
▪ References to LDAP directory entries added to
Favorites by the user.
These entries are available only if the system can
successfully access the LDAP server. Users can delete
these entries from Favorites, but they can’t edit these
entries. Users can copy these entries to other
Favorites and remove them from those groups.
Manage Contacts
You can add contacts individually or in bulk in the system web interface.
You need local administrator access for this feature.
Procedure
1. Do one of the following:
▪ Go to Dashboard > Contacts.
▪ Go to Place a Call > Contacts.
2. Select More
▪ New Contact: Create a single contact.
▪ Import: Upload contacts in bulk using an XML file (can’t exceed 3 MB).
▪ Export: Download local contacts to an XML file (doesn’t include contacts available through a
directory server).
and choose one of the following options:
Unfavorite a Contact
Unfavorite a contact to remove the contact from your Favorites list.
Procedure
1. Go to Place a Call > Favorites.
2. Choose a favorite card, then select Unfavorite.
The contact is removed from the Favorites list.
Register the System with RealPresence Resource Manager Provisioning Service
Before you can provision a system, you must register it with a provisioning service.
Note: Make sure to configure your provisioning server (for example, RealPresence Resource Manager)
ahead of time so that it recognizes and works with your endpoint.
For information on how to provision your system with RealPresence Resource Manager, see the Polycom
RealPresence Resource Manager System Operations Guide.
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Privacy-Related Options
Procedure
1. In the system web interface, go to Servers > Provisioning Server.
2. Select Enable Provisioning.
3. Select Load Discovered Information.
The registration fields update automatically if your system detects a provisioning server.
4. Optional: If your system didn’t detect a provisioning server, complete the following fields (contact
your network administrator for help):
Setting Description
Authentication Type The type of authentication the system uses to connect to the provisioning
server.
Server Address Address of the system running the provisioning service. The format is
https://<server>/ucservice. For example, https://
video.myrpp.poly.com/ucservice.
Domain Name Domain for registering with the provisioning service. This option doesn’t display
if you select Basic as the authentication type.
User Name User ID for registering with the provisioning service.
Password Password for registering with the provisioning service.
5. Select Save.
6. Verify that Registration Status changes from Pending to Registered.
It might take a minute or two for the status to change.
Retrieve Log Files
You can use the web interface to download log files to a location on your computer.
Note: The date and time of the system log entries for devices are shown in GMT.
Procedure
1. Access the web interface by opening a web browser and entering the IP address of the system
using the format https://IPaddress (for example, https://10.11.12.13), and go to Diagnostics >
Logs.
2. Select Download system logs. A dialog window opens for you to specify how you want to open
or save the .tgz file.
Related Links
Right to Access on page 10
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How Data Subject Rights Are Supported
Topics:
▪ Right to Access
▪ Right to Be Informed
▪ Right to Data Portability
▪ Right to Erasure
▪ Right to Rectification
▪ Right to Object to Processing
▪ Right to Restrict Processing
The following information shows how data subject rights are supported.
Right to Access
A data subject has the right to view and/or obtain a copy of all of their own personal data.
Personal data about specific participants in conferences can be viewed or downloaded via the CDR.
For details about how to access personal data sent to Polycom RealPresence Resource Manager, see
the User Data Collection section of the Polycom RealPresence Resource Manager Operations Guide. To
see details of the usage data sent to Poly, see the Security and Privacy White Paper for Poly G7500,
Studio X70, Studio X50, and Studio X30.
Related Links
Retrieve Log Files on page 9
Right to Be Informed
What personal data is collected?
See Purposes of Processing Personal Data on page 13.
How is personal data is used?
See Purposes of Processing Personal Data on page 13.
How long is personal data kept?
All data saved to the system is retained until manually deleted by the administrator. This includes saved
content files, recent rooms information, and configuration settings. Log files are automatically deleted
(oldest first) when the file limit is reached. By default, call detail records (CDRs) are overwritten by new
CDR data via rolling logs configurable by the system administrator.
For details about how to access personal data sent to Polycom RealPresence Resource Manager, see
the User Data Collection section of the Polycom RealPresence Resource Manager Operations Guide. To
see details of the usage data sent to Poly, see the Security and Privacy White Paper for Poly G7500,
Studio X70, Studio X50, and Studio X30.
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How Data Subject Rights Are Supported
See Purposes of Processing Personal Data on page 13 and How Personal Data is Deleted on page 15.
Is personal data shared with any third parties and if so, who?
If personal data is made available when working with Poly support, this data may be shared with Poly’s
engineering team (which may include third parties and contractors).
How can a data subject be notified of a data breach?
Data Subjects have a right to be notified when their data has been processed without authorization.
Please contact your system administrator for the most appropriate method to receive this information.
See How Personal Data is Deleted on page 15 and How Administrators Are Informed of Any Security
Anomalies (Including Data Breaches) on page 14.
Right to Data Portability
A data subject has the right to receive a copy of all personal data in a commonly-used, machine-readable
format.
▪ CDRs can be downloaded in CSV format.
▪ The Address Book can be exported in XML format.
▪ Audit and log files can be downloaded in plain text format.
Right to Erasure
Any customer personal data made available when working with Poly support will be erased by requesting
erasure through your Poly support representative.
For details on how to erase customer personal data from the system, see How Personal Data is Deleted
on page 15.
Right to Rectification
A data subject has the right to make corrections to inaccurate or incomplete personal data.
Personal data specific to device configuration can be edited or updated by the device administrator.
Personal data about specific participants in conferences cannot be edited or updated because the
information derives from the device of origin.
Poly does not manipulate data made available during the support process, so any rectification of
inaccuracies of personal data must be performed by customer directly.
Right to Object to Processing
Not applicable.
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Right to Restrict Processing
Not applicable.
How Data Subject Rights Are Supported
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Purposes of Processing Personal Data
For these details, see the Security and Privacy White Paper for Poly G7500, Studio X70, Studio X50, and
Studio X30.
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How Administrators Are Informed of Any Security Anomalies (Including Data Breaches)
How Administrators are Informed of Any Security Anomalies
Security Anomaly Type Where to Check Recommended Frequency to
Check
All active alerts An administrator can configure
alerts and monitor using the local
interface, system web interface,
SNMP monitoring, or Polycom
RealPresence Resource Manager
(if configured).
Once daily
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How Personal Data is Deleted
Topics:
▪ Reset System Settings
▪ Factory Restore the System
How Customer Personal Data is Deleted
Data Type Steps to Delete Deletion Method
Call detail record (CDR)
Directory/Contacts
System log files
▪ By default, CDRs are
overwritten by new CDRs
periodically via rolling logs
configurable by device
administrator.
▪ CDRs can also be deleted by
performing a standard or
comprehensive restore
operation.
▪ Factory restore the system.
▪ See the "Setting Up a Directory"
section in the Poly Video Mode
Administrator Guide.
▪ The contacts can also be
deleted by resetting the system.
▪ Log files are automatically
deleted by the system (oldest
first) when the system reaches
the file limit. These settings can
be configured by the device
administrator from
Diagnostics. > Logs > Log
Management.
▪ Log files are also deleted by
resetting the system.
File delete with overwrite.
Delete from database.
File delete with overwrite.
All other personal data stored
locally on the system
Factory restore the system. File delete with overwrite.
For details about how personal data is deleted on Polycom RealPresence Resource Manager, see the
User Data Collection section of the Polycom RealPresence Resource Manager Operations Guide.
Reset System Settings
You can reset your system to its default configuration settings.
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How Personal Data is Deleted
You may need to perform a system reset for a variety of reasons, for example, when moving a device to a
new location.
Resetting your system deletes all but the following data:
▪ Current software version
▪ User-installed PKI certificates
▪ Local directory entries
▪ Logs
▪ Call detail record (CDR)
You also can choose not to retain some of this data after the system resets.
Note: A system reset restores your system to its original mode of operation (for example, Poly Video
Mode or Poly Partner Mode).
Procedure
1. In the system web interface, go to Diagnostics > System Reset.
2. Select Reset All System Configurations.
3. Optional: Clear any of the following check boxes for data you want to delete as part of the reset:
▪ Keep installed certificates.
▪ Keep the directory entries.
▪ Keep the system logs.
▪ Keep the system call detail reports.
4. Select Reset.
Factory Restore the System
A factory restore completely erases the system’s flash memory and restores it to a stable software
version. See the Poly VideoOS Release Notes, Version History section, for the current factory restore
version.
The system doesn’t save the following data with a factory restore:
▪ Current software version
▪ Logs
▪ User-installed PKI certificates
▪ Local directory entries
▪ Call detail record (CDR)
Procedure
1. Disconnect the power supply to turn off the system.
2. Do one of the following:
▪ On the front of the G7500, insert a straightened paper clip through the factory restore
pinhole.
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How Personal Data is Deleted
▪ On the side of the Studio X50, insert a straightened paper clip through the factory restore
pinhole.
▪ On the bottom of the Studio X30, insert a straightened paper clip through the factory restore
pinhole.
▪ On the bottom of the Studio X70, insert a straightened paper clip through the factory restore
pinhole.
3. While continuing to hold the restore button, reconnect the power supply to turn the system on.
4. When the system LED indicator light turns amber, stop pressing the restore button.
You can only view the restore progress on a display connected to the secondary monitor HDMI
output port.
Note: You can’t view the restore progress for a Studio X30 system because it doesn't support a
secondary monitor connection.
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