Poly G200 User manual

PRIVACY GUIDE 1.1.0 | February 2020 | 3725-32915-002A
Poly G200
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
© 2020 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.

Contents
Before You Begin................................................................................................2
Related Poly and Partner Resources..................................................................................2
Privacy-Related Options....................................................................................3
Call Detail Report (CDR).....................................................................................................3
View Recent Calls List.........................................................................................................4
Change the Password.........................................................................................................4
Add, Edit, or Delete Contacts..............................................................................................4
Configure Deployment Mode.............................................................................................. 6
Configure H.323 Settings.................................................................................................... 6
Configure SIP Settings........................................................................................................7
Configure SVC Call Settings............................................................................................... 8
Importing and Exporting System Settings........................................................................... 9
Download System Logs...................................................................................................... 9
How Data Subject Rights Are Supported....................................................... 11
Right to Access..................................................................................................................11
Right to Be Informed..........................................................................................................11
Right to Data Portability.................................................................................................... 12
Right to Erasure................................................................................................................ 12
Right to Rectification......................................................................................................... 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 Your G200 System..................................................................................................15
Factory Restore Your System........................................................................................... 16
1

Before You Begin
Topics:
▪Related Poly and Partner Resources
The Poly G200 Privacy Guide provides information on how Poly products utilize customer data and how
customers can configure Poly G200 systems to process personal data.
Related Poly and Partner Resources
See the following sites for information related to this product.
▪ The Polycom Support Site is the entry point to online product, service, and solution support
information including Licensing & Product Registration, Self-Service, Account Management,
Product-Related Legal Notices, and Documents & Software downloads.
▪ The Polycom 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 Polycom 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 Polycom Partner Network are industry leaders who natively integrate the Poly standards-based
RealPresence Platform with their customers’ current UC infrastructures, making it easy for you to
communicate face-to-face with the applications and devices you use every day.
▪ The Polycom Collaboration Services help your business succeed and get the most out of your
investment through the benefits of collaboration.
2

Privacy-Related Options
Topics:
▪Call Detail Report (CDR)
▪View Recent Calls List
•Change the Password
▪Add, Edit, or Delete Contacts
▪Configure Deployment Mode
•Configure H.323 Settings
•Configure SIP Settings
▪Configure SVC Call Settings
•Importing and Exporting System Settings
▪Download System Logs
There are different deployment options for G200 which may affect the privacy options and supporting
requirements described below. These details apply specifically to G200 deployed in a customer premises
and managed by the customer.
Call Detail Report (CDR)
The Call Detail Report (CDR) feature keeps a record of every incoming, outgoing, and missed call that
occurs on the system. The Call Detail Report in Poly G200 system only includes the basic call
information: time and call number. It can be viewed from the local user interface and the system web
interface.
The CDR is not downloadable in the first release.
The CDR database is limited to the most recent 150 entries. Entries are automatically deleted by the
system (oldest first) when the system reaches the entries limit. These entries cannot be deleted manually,
neither from the user interface nor from the API.
The CDR is enabled as default. There is no user interface to enable or disable CDR feature.
Related Links
Right to Access on page 11
Related Links
Configure H.323 Settings on page 6
Configure SIP Settings on page 7
Configure SVC Call Settings on page 8
Add, Edit, or Delete Contacts on page 4
3

View 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:
▪ Call number
▪ If the call was placed or received
▪ Date and time
Procedure
»Do one of the following:
▪ In the system web interface, go to Place a Call > Recent Calls.
▪ In the local interface, go to Place a Call > Recent.
Change the Password
You can change the G200 system admin password from the system web interface.
Poly recommends that only administrators access the Poly G200 system configuration. Therefore, Poly
provides only one credential for the system web interface.
Procedure
1. Go to Admin Settings > Password.
2. Configure the following settings and select Submit.
Setting Description
Old Password Specifies the existing password for the administrator account used when
logging in through the system web interface. When creating a password for the
first time, leave this setting blank.
New Password Specifies a new password.
The password is case sensitive and must be less than 40 characters without
spaces.
Confirm Password Confirms the new password.
Related Links
Right to Rectification on page 12
Add, Edit, or Delete Contacts
You can add, edit, and delete contact information from the G200 system web interface.
You can manage up to 1000 contacts. The contact information only includes name and number, IP
address, or SIP URL.
Privacy-Related Options
4

Procedure
1. In the system web interface, go to Contacts.
2. Do one of the following:
▪ Click Add Contact and enter contact information.
▪ Click Edit Contact to modify the contact.
▪ Click Delete Contact to delete the contact.
Related Links
Right to Access on page 11
Call Detail Report (CDR) on page 3
Right to Data Portability on page 12
Importing and Exporting System Settings on page 9
Right to Erasure on page 12
Right to Rectification on page 12
Import Directory Contacts
You can import directory contacts to your G200 system from the system web interface.
Make sure the system isn’t in a call when you begin the import.
Note the following when importing directory contacts:
• The size of the uploaded CSV file can’t exceed 100 kilobytes.
• The number of contacts in the file must be less than 1000.
• When the uploaded CSV file includes entries already on your G200 system, the system deletes the
duplicate files.
Procedure
1. In the system web interface, go to Contacts and select Import Contacts .
2. In the dialog box, select the directory.csv file you want to import and select Open.
3. Select Import to upload the directory.csv file to the G200 system.
Export Directory Contacts
You can export directory contacts from the G200 system web interface to local devices, such as
computers and tablets, in CSV file format.
Make sure the system isn’t in a call when you begin the export.
Procedure
1. In the system web interface, go to Contacts and select Export Contacts .
2. Save the downloaded directory.csv file on your local device.
Privacy-Related Options
5

Configure Deployment Mode
You can manually configure the deployment mode from the system user interface.
You can't configure the deployment mode when the G200 system is in a call, sharing content, or
upgrading the camera.
Procedure
1. In the system web interface, go to System Settings > Deployment Mode.
2. Choose the mode from the drop-down list and select Submit.
Note: The system automatically reboots to apply the change.
Configure H.323 Settings
If your network uses a gatekeeper, the G200 system can register its H.323 name and extension. This
enables others to call the system by entering the H.323 name or extension instead of the IP address.
The following settings are only available for AVC mode.
Procedure
1. In the system web interface, go to Server Settings > Call Server.
2. Configure the following settings and select Submit.
Setting Description
Communication
Protocol
Specifies the registrar protocol. Select H.323.
Enable H.323
Registration
Enables you to display and configure the H.323 settings.
Gatekeeper Address Gatekeeper address that the network is using.
H.323 Name Specifies the name that gatekeepers and gateways use to identify this system.
You can make point-to-point calls using H.323 names if both systems are
registered to a gatekeeper.
H.323 Extension (E.
164) (My Number)
Enables users to place point-to-point calls using the extension if both systems
are registered with a gatekeeper, and specifies the extension that gatekeepers
and gateways use to identify this system.
Your organization's dial plan might define the extensions you can use.
Require Authentication Enables support for H.235 Authentication.
When H.235 Authentication is enabled, the H.323 gatekeeper ensures that
only trusted H.323 endpoints are allowed to access the gatekeeper.
This setting is available when Enable H.323 Registration is set to Enable.
Privacy-Related Options
6

Setting Description
Authentication User
Name
When authentication is required, specifies the user name for authentication
with H.235.
Password When authentication is required, specifies the password for authentication with
H.235.
Related Links
Right to Access on page 11
Call Detail Report (CDR) on page 3
Configure SIP Settings
If your network supports SIP, you can use SIP to connect IP calls.
The SIP protocol has been widely adapted for voice over IP communications and basic video
conferencing; however, many of the video conferencing capabilities are not yet standardized. Many
capabilities also depend on the SIP server.
The following settings are only available for AVC mode.
Procedure
1. In the system web interface, go to Server Settings > Call Server.
2. Configure the following settings and select Submit.
Setting Description
Communication
Protocol
Specifies the registrar protocol. Select SIP.
Transport Protocol Indicates the protocol the system uses for SIP signaling.
The SIP network infrastructure your G200 system operates within determines
which protocol is required.
•TCP: Provides reliable transport via TCP for SIP signaling.
•UDP: Provides best-effort transport via UDP for SIP signaling.
•TLS: Provides secure communication of the SIP signaling. TLS is available
only when the system is registered with a SIP server that supports TLS.
When you choose this setting, the system ignores TCP/UDP port 5060.
Select TLS if you want to encrypt AVC calls.
Enable SIP Registration Enables you to configure the SIP settings.
Server Address Specifies the DNS FQDN or IP address of the SIP proxy server. By default for
TCP, the SIP signaling is sent to port 5060 on the proxy server. By default for
TLS, the SIP signaling is sent to port 5061 on the proxy server.
Domain Specifies the domain of the SIP proxy server.
Privacy-Related Options
7

Setting Description
SIP Address (My
Number)
Specifies the SIP address or SIP name of the system, for example,
[email protected]. If you leave this field blank,
the system’s IP address is used for authentication.
User Name Specifies the user name to use for authentication when registering with a SIP
proxy server, for example, marySmith. If the SIP proxy server requires
authentication, this field and the password cannot be blank.
Password Specifies the password associated with the user name used to authenticate
the system to the proxy server. The password can be up to 47 characters in
length.
Related Links
Right to Access on page 11
Call Detail Report (CDR) on page 3
Configure SVC Call Settings
If you use SVC mode, use the Poly RealPreasence Clariti Ensemble server as the call server.
Make sure to enable SVC deployment mode.
Important: Poly RealPreasence Clariti Ensemble 1.0 only supports English device names.
Procedure
1. In the system web interface, go to Server Settings > Call Server.
2. Configure the following settings and select Submit.
Setting Description
Device Name Specifies the name of your G200 system registered to the RealPreasence
Clariti Ensemble server.
Note: To avoid duplicate device names, you must change the default device
name.
Server Address Specifies the RealPresence Clariti Ensemble server you want to use.
Note: If the RealPresence Clariti Ensemble server doesn't use the default
FQDN/IP port 443, you need to specify the port in the server address
as <ip>:<port>. For example: 10.11.12.13:446.
User Name Specifies the user name that registers the system to the RealPresence Clariti
Ensemble server.
Password Specifies the password that registers the system to the RealPresence Clariti
Ensemble server.
Privacy-Related Options
8

Related Links
Right to Access on page 11
Call Detail Report (CDR) on page 3
Importing and Exporting System Settings
You can export existing G200 system settings to local devices, such as computers or tablets, in .cfg
format.
You can also import system web interface settings from a device to a G200 system to enable quick
manual configuration.
Related Links
Right to Data Portability on page 12
Related Links
Add, Edit, or Delete Contacts on page 4
Download System Logs on page 9
Import System Settings
You can import G200 system settings from the system web interface.
Procedure
1. In the system web interface, go to System Settings > Import and Export Configuration.
2. Select Choose File and select a .cfg file to import.
3. Select Import to upload the .cfg file to the G200 system.
The G200 system restarts after the file successfully imports.
Export System Settings
You can export G200 settings from the system web interface.
Procedure
1. In the system web interface, go to System Settings > Import and Export Configuration.
2. Select Export and save the downloaded .cfg file to your system.
Download System Logs
You can download system logs of your G200 system.
The date and time of the log entries display in GMT.
Procedure
1. In the system web interface, go to Diagnostics > System Log.
2. Select Export.
The Poly_G200_<SN>_<time>.tar.gz.enc file downloads to your local drive.
Privacy-Related Options
9

Note: You need the serial number of your system to open the log file because it's encrypted.
Related Links
Right to Data Portability on page 12
Importing and Exporting System Settings on page 9
Privacy-Related Options
10

How Data Subject Rights Are Supported
Topics:
▪Right to Access
▪Right to Be Informed
▪Right to Data Portability
▪Right to Erasure
▪Right to Rectification
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 personal data for a specific data subject.
Personal data about specific participants in conferences can be viewed.
A copy of any personal data made available to Poly when working with Poly support is available by
requesting it from your Poly support representative.
Related Links
Call Detail Report (CDR) on page 3
Related Links
Configure H.323 Settings on page 6
Configure SIP Settings on page 7
Configure SVC Call Settings on page 8
Add, Edit, or Delete Contacts on page 4
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?
Any personal data made available when working with Poly support, specific to a support incident, is
retained until the information is requested to be removed by the customer.
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 3rd parties/contractors).
How can a data subject be notified of a data breach?
11

Data Subjects have a right to be notified when their data has been processed without authorization. The
product administrator is able to monitor and identify when certain security anomalies have occurred.
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.
▪ The address book can be exported in CSV format.
▪ Audit and log files can be downloaded in plain text format.
▪ Web user interface configured file can be downloaded in plain text format.
Related Links
Importing and Exporting System Settings on page 9
Related Links
Download System Logs on page 9
Add, Edit, or Delete Contacts on page 4
Right to Erasure
A data subject has the right to remove all of his or her own personal data. A data subject may request
deletion of their data, but based on the legal basis the controller employs, deletion may not be feasible in
every case.
For details on how to erase customer personal data from the system, see #unique_25.
Any personal data made available when working with Poly support, specific to a support incident, is
retained until the information is requested to be removed by the customer.
Related Links
Add, Edit, or Delete Contacts on page 4
Reset Your G200 System on page 15
Factory Restore Your System on page 16
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.
Related Links
Add, Edit, or Delete Contacts on page 4
Change the Password on page 4
How Data Subject Rights Are Supported
12

Purposes of Processing Personal Data
Purposes of Processing Personal Data
Category Type of Personal Data Purpose of Processing Interface Type
Call Detail Records
(CDR)
The following information
for near and far
endpoints:
▪System name
▪ Call number (IP or SIP
address or ISDN
number)
▪ Maintaining call
history
▪ Troubleshooting call
errors or performance
issues
▪ User interface
▪ Web interface
Directory/Address Book ▪ Contact name
▪ IP address
▪ SIP address
▪ Alias name (H.323
only)
▪ Ease of use for dialing
participant
▪ Store frequently used
information
▪ User interface
▪ Web interface
Administrator and user
credentials
Password Login and authentication Web interface
Device information ▪ Device name
▪ MAC address
▪ IP address
▪ SIP address
▪ H.323 alias name
▪ Serial number
Endpoint management ▪ User interface
▪ Web interface
Audit and system log files ▪ Admin and user
credentials (excluding
passwords)
▪ Admin and user
actions
▪ Endpoint call status
and usage data
▪ System
troubleshooting details
▪ Admin and user
activity logging
▪ Maintain history of
configuration changes
▪ Troubleshooting
system issues
Web interface
13

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 access and user activities Log files record user activities and
all login attempts (successful and
unsuccessful)
Daily
14

How Personal Data Is Deleted
Topics:
•Reset Your G200 System
▪Factory Restore Your System
How Customer Personal Data Is Deleted
Data Type Steps to Delete Deletion Method
Contacts ▪ Contacts can be deleted by
performing a comprehensive
restore operation.
▪ Contacts can also be deleted
one by one on system web
interface.
Simple delete from database.
Audit and System log files ▪ Audit and log files are
automatically deleted by the
system (oldest first) when the
system reaches the auditor
event file limit of 30MB. These
settings can be configured by
the device administrator.
▪ Audit and log files are also
deleted by performing a
comprehensive restore
operation.
File delete with overwrite.
Reset Your G200 System
If your G200 system isn’t functioning correctly or you forgot the password, you can reset the system.
This procedure effectively refreshes your system, deleting all settings except the current software version.
The G200 system restore button pinhole is located on the back of the system, as displayed in the
following figure:
You can also reset the system from the system web interface from Admin Settings > Factory Reset.
15

Procedure
1. Using the paper clip, press and hold the restore button.
2. In the system web interface, go to Admin Settings > Factory Reset and click Reset.
After about 15 seconds, the system restarts and displays the setup wizard.
Related Links
Right to Erasure on page 12
Factory Restore Your System
A factory restore completely erases the system’s flash memory and restores the system to the software
version and default configuration stored in its factory partition.
A factory restore deletes the following items:
▪ Software updates
▪ Contacts
▪ System configurations
▪ Logs
Procedure
1. Power off the system.
2. Straighten a paper clip and insert it into the reset pinhole.
3. Press and hold the restore button while powering on the system.
4. After the screen shows that system enters the update process, release the reset button.
The system restarts automatically when the process is complete.
Related Links
Right to Erasure on page 12
How Personal Data Is Deleted
16