Meetings & Events Privacy and Security Policy

Jadex Strategic Group operates within multiple Microsoft 365 environments and routes meeting and event workloads to the environment appropriate for the sensitivity of the conversation and the compliance obligations of the participants.

Jadex Strategic Group and Microsoft apply layered technical, administrative, and physical controls to protect the confidentiality, integrity, and availability of meeting content and participant data.

Platform Controls (Microsoft)

• Encryption of data in transit (TLS 1.2+) and at rest (AES-256).
• Optional end-to-end encryption (E2EE) for supported one-to-one calls.
• Microsoft-managed identity, authentication, and threat protection infrastructure.
• Continuous monitoring, threat detection, and incident response by Microsoft’s security operations.
• Independently audited platform controls including SOC 1, SOC 2, ISO/IEC 27001, ISO/IEC 27017, ISO/IEC 27018, ISO/IEC 27701, FedRAMP High (GCC High), and DoD Impact Level 4/5 (GCC High).

Tenant Controls (Jadex Strategic Group)

• Enforced multi-factor authentication and conditional access policies.
• Role-based access control, least-privilege administration, and audit logging via Microsoft Purview.
• Sensitivity labels applied to meetings, files, and Teams channels.
• Data loss prevention (DLP) policies aligned to CUI, PII, and regulated data categories.
• Meeting policies restricting anonymous join, guest access, recording, and external file sharing based on sensitivity.
• Watermarking, lobby enforcement, and end-to-end encryption enabled for eligible sensitive meetings under Teams Premium.
• Continuous configuration monitoring, compliance reporting, and evidence collection for CMMC and NIST 800-171.

Meetings, chats, files, screen shares, and recordings involving Controlled Unclassified Information, ITAR-controlled technical data, or EAR-controlled information are subject to additional restrictions.

Authorized Environment

Such conversations may occur only within Jadex Strategic Group’s GCC High (Praesidium) enclave and only among participants who have been verified as authorized U.S. persons (or otherwise licensed under applicable export authorizations).

Participant Obligations

• Do not share, discuss, display, or transmit CUI, ITAR-controlled, or EAR-controlled content in Commercial or GCC meetings.
• Do not screen-share applications, documents, or windows containing controlled markings during unauthorized sessions.
• Do not forward, download, or re-transmit recordings, transcripts, or chat content containing controlled data outside the authorized environment.
• Do not invite unauthorized guests, foreign persons, or unverified attendees to sessions involving controlled data.
• Immediately report suspected spillage to incident@jadexstrategic.com.

Subject to applicable law and the requirements of any active client engagement, participants may exercise the following rights with respect to personal data collected in Jadex-hosted meetings and events:

• Access: Request a copy of personal data Jadex holds about you.
• Correction: Request correction of inaccurate or incomplete personal data.
• Deletion: Request deletion of personal data, subject to legal, regulatory, and contractual retention obligations.
• Portability: Request a copy of your personal data in a structured, commonly used format where technically feasible.
• Objection & Restriction: Object to or request restriction of certain processing activities.
• Withdraw Consent: Where processing is based on consent, withdraw that consent at any time.
• Complaint: Lodge a complaint with the supervisory authority in your jurisdiction.

Organizers hosting Jadex meetings and events are expected to follow these operational practices in addition to any client-specific requirements.

Before the Meeting

• Select the correct environment (Commercial, GCC, or GCC High) based on the sensitivity of the conversation.
• Apply the appropriate sensitivity label to the meeting invitation to enforce encryption, watermarking, lobby, and recording controls automatically.
• Use meeting templates provisioned for common scenarios (external prospect, client delivery, CUI collaboration).
• Verify the identity and legitimacy of external invitees; use registration workflows for webinars.
• Configure meeting options: restrict who can bypass the lobby, who can present, who can record, and who can enable AI features.
• Disable anonymous join for sessions involving client or regulated data.

During the Meeting

• Announce recording, transcription, and AI-generated summaries at the start of the session.
• Admit participants from the lobby only after verifying identity.
• Use the “Only me and co-organizers” presenter option for sessions with unknown or large audiences.
• Monitor chat and screen shares for accidental disclosure of sensitive information.
• Remove participants who violate this Policy or the Jadex Terms of Use.

After the Meeting

• Review the recording, transcript, and AI summary for accuracy and sensitivity before sharing.
• Apply retention or deletion actions consistent with Section 7.
• Store any downloaded content in the correct labeled location; never on unmanaged devices.
• Report any suspected incident or spillage to incident@jadexstrategic.com.

All participants — whether internal or external — are expected to follow these practices to protect their own privacy and the privacy of others.

• Join meetings from a supported, patched, and secured device.
• Use a private, quiet location; be mindful of shoulder-surfing and background audio.
• Blur or apply a background image to avoid disclosing sensitive information visible behind you.
• Mute your microphone when not speaking.
• Do not screen-share windows or documents containing information you are not authorized to disclose.
• Do not record, screenshot, or transcribe a meeting using unauthorized third-party tools.
• Do not forward invitations, recordings, transcripts, or chat content to unauthorized recipients.
• Confirm you are permitted to participate in a recorded session under the laws of your jurisdiction.
• Report any suspicious behavior, unauthorized access attempts, or spillage to the organizer immediately.

If you observe or suspect a privacy or security incident related to a Jadex-hosted meeting or event — including unauthorized access, unauthorized recording, spillage of CUI or export-controlled data, malware, phishing, harassment, or credential compromise — report it immediately.

This Policy is governed by and construed in accordance with the laws of the State of Michigan, without regard to its conflict of laws principles. Any dispute arising from this Policy is subject to the exclusive jurisdiction and venue provisions set forth in the Jadex Website Terms of Use.

Additional Resources

• Microsoft Privacy Statement: privacy.microsoft.com/privacystatement
• Microsoft Teams security and compliance overview: learn.microsoft.com/microsoftteams/security-compliance-overview
• Microsoft Products and Services DPA: Microsoft DPA

Jadex Strategic Group may update this Policy from time to time to reflect changes in our services, technology, legal requirements, or business practices. Updates will be posted on the Website with a revised “Last Updated” date.

Where changes are material, we will provide additional notice, such as a banner on the Website or a notice within a Jadex-hosted meeting or event invitation. Continued participation in Jadex-hosted meetings or events after the effective date of any update constitutes acceptance of the revised Policy.

Participants are encouraged to review this Policy periodically. Prior versions are available upon written request to legal@jadexstrategic.com.