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Meeting Privacy Notice Supplement

Effective Date: September 28, 2026

1. Who We Are

This supplemental notice explains how West Monroe Partners, LLC and its affiliates (“West Monroe,” “we,” “us”) collect and use personal information when we record and/or transcribe online meetings, such as through Microsoft Teams, including where we further process the results, such as to create summaries, action items, or other derived insights.

2. When This Notice Applies

This notice applies to the recording, transcription, and any further processing of the results (such as summarization, action items, or other derived insights) when:

• West Monroe personnel initiate recording and transcription of conversation with a tool such as Microsoft Teams; and
• You join that conversation as a client employee, vendor, prospective client, contractor, partner, or other third-party participant.

If you are a West Monroe employee or job applicant, office or website visitor, separate policies apply. Our broader privacy policy, which covers job applicants, and office or website visitors, among others, is linked here. This supplement controls over conflicting information in that policy.

3. What We Collect

Depending on meeting configuration and what participants share, we may process the categories of Personal Data below. We collect it directly from you when you disclose that Personal Data during a recorded meeting and indirectly through our service providers (e.g., Microsoft Teams providing data about user ID).

“Personal Data” is any information that relates to an identified or identifiable individual, or that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked (directly or indirectly) to a particular individual (and, where applicable under California law, a household).

Please avoid sharing special category / sensitive information (e.g., health data, biometric identifiers, personal financial data, information about race, ethnicity, gender, sexual orientation, union membership, religion, etc.) unless it is necessary and authorized. If such information is disclosed, it may be captured in the recording/transcript. West Monroe does not process voice recordings to extract biometric identifiers or to uniquely identify individuals.

West Monroe does not sell or share (as those terms are defined under California law) any category of personal data processed in connection with business meetings, and does not disclose it to third parties for cross-context behavioral advertising or for third parties' own direct marketing purposes. West Monroe does not have actual knowledge that it sells or shares the personal information of individuals under the age of 16. West Monroe may use information internally for client relationship management, service-opportunity identification, and commercial planning as described in Section 4.

4. Purposes of Processing

We process the above data for the following purposes:

• Productivity and accuracy: E.g., to generate meeting notes, summaries, and action items; reduce manual note-taking; improve recall.
• Client delivery: E.g., to document decisions, requirements, and next steps; support project execution.
• Administration: E.g., to administer and troubleshoot our information systems.
• Training, quality assurance, and improvement: E.g., to improve delivery quality, coaching, and internal training; to improve products or services or customer relationships and experiences; to assess and strengthen client relationship health.
• Business intelligence and commercial planning: E.g., to understand client needs, identify service opportunities, support account and pipeline planning, inform business development, and support internal commercial forecasting and reporting.
• Knowledge management and internal search: E.g., to enable controlled internal search across permitted repositories (e.g., searchable transcripts/summaries).
• Security, compliance, and legal: E.g., to protect West Monroe and our clients; enforce policies; investigate incidents; establish, exercise, or defend legal claims; respond to law enforcement requests; comply with applicable law and regulation.
• Corporate Transactions: E.g., where review of records is in scope for diligence, such as for evaluating potential mergers and acquisitions; and
• Other purposes noticed to you by West Monroe.

We may collect, process, and disclose aggregated, de-identified or anonymized personal data without restriction. When we collect, process, or disclose aggregated or de-identified consumer information, we will maintain and use it in de-identified form and will not attempt to reidentify the information, except to determine whether our de-identification processes satisfy any applicable legal requirements. AI-derived outputs such as meeting summaries and action items are used for productivity and administrative purposes only and are not used to make automated decisions that produce legal or similarly significant effects on individuals.

5. Legal Bases

Where applicable law requires a legal basis for processing, we rely on one or more of the following lawful bases:

• Consent - Recording: Local law may specifically require consent for the recording of your conversation. In such case, we rely on your consent to record your Personal Data.
• Legal Obligation: In some cases, our processing may be necessary to comply with applicable law and regulation. For example, if we must provide data in response to an inquiry by a regulator or pursuant to legal process.
• Legitimate interests: We otherwise rely on our legitimate interests to record (where legally permitted), transcribe, and subsequently use the transcript for the purposes described in Section 4, including productivity and accuracy, client delivery, administration, training and quality assurance, business intelligence and commercial planning, knowledge management, and corporate transactions.

6. Disclosure of Personal Data

We may disclose the personal data we collect to recipients or third parties for the purposes described in Section 4 above. The table below identifies the categories of recipients or third parties to whom West Monroe discloses Personal Data in connection with meeting recordings and transcriptions, and the purposes for which the data is disclosed.

7. International Transfers

Recordings, transcripts, and derived outputs may be stored in Microsoft 365 and other West Monroe approved IT systems and may be processed or accessed from the United States or other countries depending on system configuration and support locations. Where applicable law requires it, we use appropriate safeguards such as Standard Contractual Clauses (and the UK Addendum/IDTA where applicable). You can request a copy of relevant safeguards by contacting us.

8. Retention

We retain recordings, transcripts, and AI outputs only for as long as necessary for the purposes described in this notice, then delete or de-identify them unless we are required to keep them (e.g., for legal hold).

Retention is set using criteria that may include:

• client engagement needs;
• training/QA value and the minimum period needed to support quality programs;
• security/compliance needs (including incident investigation);
• legal hold or statutory retention obligations (when applicable);
• applicable statutes of limitations for legal claims;
• pending or in-process data subject or consumer rights requests;
• contractual obligations requiring retention or deletion;
• regulatory audit windows and examination periods during which records may be subject to review;
• ongoing or anticipated litigation, investigations, or regulatory proceedings; and
• availability of less intrusive alternatives (e.g., retaining a summary rather than full video).

9. Rights and Choices

a. During the meeting:

1. If you do not want to be recorded, notify the organizer in advance to request alternatives (e.g., an unrecorded discussion or written follow-up).
2. At the start of the meeting, the organizer will announce that the meeting is being recorded, such as by visual or audio alerts. If you do not wish to be recorded, advise the organizer at that time. Participation in a recorded meeting is voluntary, and your provision of personal data is not a statutory or contractual requirement. There is no obligation to agree to a recording, and an unrecorded alternative will be offered where feasible.
3. You may decline to join or leave the meeting.
4. You may use options available within the functionality of the meeting service to limit recording (e.g., mute/turn off camera).

b. Under applicable data privacy laws, you may have certain rights with respect to your personal information depending on where you live, including the right to:

1. Access to Your Personal Information. You may request information regarding whether we process your personal information or access to your personal information by contacting us at the address described below. If required by law, upon request, we will grant you reasonable access to the personal information that we have about you. Note that California residents may be entitled to ask us for a notice describing what categories of personal information (if any) we share with third parties or affiliates for direct marketing.
2. Correction of Your Personal Information. You may contact us at the address described below in order to request that inaccurate personal information be corrected. Note that we may keep historical information in our backup files as permitted by law.
3. Deletion of Your Personal Information. You may request information about how long we keep a specific type of information, or request that we delete your personal information by contacting us at the address described below. If required by law we will grant a request to delete information, but you should note that in many situations we must keep your personal information to comply with our legal obligations, resolve disputes, enforce our agreements, or for another one of our business purposes.
4. Objection to Certain Processing. You may object to our use or disclosure of your personal information by contacting us at the address described below.
5. Restriction of Certain Processing. Under certain circumstances, you may request us to restrict the processing of your information.
6. Revocation of Consent. If we rely on your consent to process your personal information, you may revoke your consent to such processing at any time. In some cases, we may limit or deny your request to revoke consent if the law permits or requires us to do so, or if we are unable to adequately verify your identity. You may revoke consent to processing (where such processing is based upon consent) by contacting us as described below.
7. Data Portability. If applicable, request your personal information be ported (transferred) to another company.

These rights are not absolute, and they do not apply in all circumstances. In some cases, we may limit or deny your requests to access, modify, or delete your information, or to revoke consent or object to processing. This may occur because the law permits or requires us to do so.

West Monroe does not discriminate against individuals who exercise their privacy rights.

10. Questions, requests, or accessibility needs (alternative formats)

How to submit a request: email [email protected], call 1-800-828-6708, or mail the address above.

After you submit a request, we will verify your identity before providing a substantive response, as required by law. We may verify by phone or email and may request information such as your name, the mailing address we have on file, or the date of your last communication with us, and/or a signed declaration confirming your identity. After verification, we will use reasonable efforts to provide, correct, or delete personal information about you in our files.

You may use an authorized agent to submit a request on your behalf. We will require proof that you authorized the agent and will verify your identity directly with us. You must provide a copy of the signed permission you gave the agent. If you are an authorized agent submitting a request, you must provide either (i) a copy of the individual’s signed permission or (ii) a power of attorney executed in accordance with California law.

If you are unsatisfied with our response, you may appeal by contacting us at [email protected]. If you are in the European Union, you may also have the right to lodge a complaint with your local data protection supervisory authority. If you are in the United Kingdom, you may lodge a complaint with the Information Commissioner's Office (ICO). In certain U.S. states, if your appeal is denied, you may have the right to lodge a complaint with the state attorney general.

11. Updates

We may update this notice from time to time. The effective date above shows when this supplement was last updated. We will post the revised notice and notify you of material changes as required by applicable law.