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How to Use the New Virtual Appointments in Microsoft Teams

Scheduling appointments is a common activity. Salespeople often set up virtual appointments to answer questions about a product. Software companies allow people to schedule live demos. Telehealth therapists allow clients to book video sessions.

Those are just a few examples of some groups that are going to love a new Microsoft Teams feature. Virtual Appointments was recently added to the platform. It adds a new meeting style tailored for engagements with customers.

Have you’ve been using Teams and a different online appointment app? This new feature will streamline the experience.

What Is Virtual Appointments in Teams?

Virtual Appointments gives you an all-in-one meeting platform for customer engagements. You can schedule, manage and conduct B2C meetings in Microsoft Teams.

This new feature brings together the scheduling component with the video conference interface. Anyone with the link can join the virtual appointment. They do not need a Teams account.

Virtual Appointments
Image is from Microsoft

The power of Microsoft’s scheduling app, Bookings, connects to Teams. This makes the Virtual Appointments function as seamless as possible.

Some of the features below will be available with any Microsoft 365 plan. Some are available with a premium plan.

Teams Virtual Appointments Features

Manage Scheduled Appointments

You can see your scheduled appointments in a single view. Manage cancellations and time changes easily.

Send Customized Confirmations & Reminders

You can send customers a customized message via SMS or email. This personalizes the experience for them. You can also use automation to give that personal touch without having to send each one manually. Automated appointment reminders are another time-saving function.

Customized Waiting Room

Add a personal touch to your virtual engagements. You can customize the Teams waiting room. You can use themes and logos to brand your business. You can also chat with attendees while in the lobby waiting room. This is helpful if your current appointment is running a little long. You can let them know you’ll be right with them.

Meeting Follow-ups

You can send meeting follow-ups after a virtual appointment. This helps you reduce the time it takes to send any promised follow-up information. You also keep all details in a single place. This makes your client communication trail easier to follow.

Organization & Department Analytics

How effective are your appointments? It’s hard to know if your demos are resulting in sales if you don’t have a good tracking system. It’s also important to have visibility into customer appointments across the organization.

You can do this with a premium analytics feature. It gives you helpful reporting. The reporting provides insights into B2C virtual appointments in all departments.

How to Use Virtual Appointments

To start using Virtual Appointments in Teams, admins must set up a few things. Note, they must be a Bookings admin to access these settings.

Create a Calendar

In the Virtual Appointments app choose to “Create a calendar.” You can find this option on the Home tab.

Larger organizations may wish to create different calendars for different departments.

Add Staff

Next, add staff members. You can add up to 100. You will also need to assign them a role. Once you’ve added your staff, you can view their availability in both Teams and Outlook.

What’s another nice thing about using an integrated platform like M365? It’s the cross-app compatibility. Your calendar syncs across apps.

Create Appointment Types

You’ll next set up your appointment types. You can choose from these two options:

  • Scheduled: You schedule the day/time. The system adds this information to the email confirmation.
  • On-demand (Teams Premium): Customers can choose when to meet from your booking calendar.
Appointment Type
Image is from Microsoft

Set Up SMS Notifications (If desired)

If you choose to use SMS notifications and have the right Teams plan, you can set this up next. This allows you to easily send appointment confirmations and reminders via text message.

Note: Attendees currently need a valid U.S., Canadian, or U.K. phone number to receive the SMS notifications.

Link Forms (If desired)

If you would like your attendees to fill out any forms, you can link them now. Virtual Appointments allows linking up to four cloud-based forms. These would be forms you have created in Microsoft Forms.

Publish Your Booking Page

If you want to give customers the ability to book on-demand appointments, take this next step. You will need to publish the booking page. You do this on the “Manage” tab of Virtual Appointments. Select “Booking page,” and turn on “Publish booking page.”

Get Help Using Your Microsoft 365 Tools More Effectively

Microsoft 365 is a platform with many possibilities. Often, companies aren’t using all the features they could. As a result, their team may be less effective. They could also be wasting money on apps they don’t need.

Are you interested in help supercharging your Microsoft 365 experience? Give us a call today to set up a meeting.

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This Article has been Republished with Permission from The Technology Press.

Windows 11 optional update: Why it’s better to wait  

Microsoft has just announced an option for people to trial new features before their general release in Windows 11. 

This isn’t about fixes to security flaws – everyone gets those at the same time.  

This is an opportunity for businesses to jump the queue to receive new features and updates first. 

Sound exciting?  

Yes!  

Worth the risk?  

Not quite. 

Our advice?  

Patience is a virtue!  

Sure, it may be tempting to give in to the tantalising prospect of new features… nobody ever wants to wait. But jumping aboard any trial phase comes with risks.  

Bugs, errors, and other stumbling blocks could have a significant impact on your operations, potentially causing chaos in your daily workflow. 

Waiting until features have completed a thorough trial process gives you the advantage of other people’s experience. They’ve already dealt with the complexities so, by the time you get the new features, they’ll be polished and dependable. And isn’t that more important for the smooth running of your business? 

Trust us, the safe road is the smart road, especially when your business systems are involved. The benefits of being an early adopter may seem enticing, but you don’t want to end up being the guinea pig. 

Remember the old adage… good things come to those who wait! 

We’re all for keeping up with the latest technology and software updates, but there is a time to exercise caution, and this is one of those times. Don’t be tempted by the shiny new features. 

  • Be patient 
  • Stay safe 
  • And ensure that when the time comes, you’re getting something that’s proven to work  

Microsoft already has a lot of (tested and approved) features that can boost productivity and make your work processes smoother. We spend a lot of time helping businesses find the right ones for them. If we can do the same for you, get in touch. 

Published with permission from Your Tech Updates. 

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Check Out the Coolest Tech from CES 2023

At the beginning of each year, a group of global innovators meets. They introduce and show off breakthrough technologies. It’s done at the Consumer Electronics Show (CES), which is typically held each January in the U.S.

This year, over 3,200 exhibitors from 173 countries showed off the future. Giving us a glimpse of what could show up in our homes offices, living rooms, or kitchens. The show includes both wacky and very sensible inventions. All designed to push the limits and expand how we use technology.

People love their gadgets, so it’s always exciting to see the new tech that CES showcases. It’s estimated that the global smart home household penetration was 14.2% in 2022. By 2027, it’s expected to more than double to 28.8%.

What new gadgets did innovators introduce at this year’s Consumer Electronics Show? Here’s a rundown of some standouts that you may want to check out.

Loona – Intelligent Petbot

Do you love the thought of having a pet, but not the mess? Can’t have one because of where you live? Loona might be your answer. The developer promotes this smart gadget as “the most intelligent petbot.” It’s currently gathering funding through a Kickstarter campaign.

Loona - Intelligent Petbot
Image from Loona’s Kickstarter page.

The cute little motorized pseudo pet can welcome you. It can also follow you when you walk around, sneeze, scratch, and much more. Just like a dog or cat, Loona investigates suspicious objects. Unlike most pets can beatbox, pose for pictures, and dance.

Ring Car Cam

Another consumer IoT device displayed at CES is already for sale on Amazon. It’s the Ring Car Cam, which takes the popular doorbell cam concept on the road with you.

This small internet-connected video cam has dual-facing cameras. It can capture images in the car and on the road. It includes two-way talk to connect with loved ones at home. It also has motion detection and real-time motion alerts.

AtmosGear Electronic Skates

If you’re feeling brave, you can soon strap on a pair of electric inline roller skates. AtmosGear introduced the skates at CES. It expects to begin shipping them starting in May of 2023.

The skates can get up to speeds of 25 km/H (15.5 MPH) and can reach a full charge in about an hour. The “skate” is actually a motorized frame that you can attach to “all roller boots.”

Tilt Five Augmented Reality Glasses

If you’ve been waiting to use augmented reality (AR) outside a video game, your chance may be here. Tilt Five introduced an AR glasses system that connects to a computer device. It can be used on board games as well as video games.

Ready to bring some holographic life to your tabletop play? The system includes the glasses and a board game. The glasses look somewhat like heavy-duty safety glasses. Both interact to bring an AR element into the real world.

Tilt Five
Image is from Tilt Five

Jabra Enhance™ Plus

This earbud/hearing aid combo can be very helpful to those with hearing loss. Jabra Enhance Plus are earbuds that offer a 3-in-1 experience. You can use them for listening to music, phone calls, and for hearing enhancement.

The small design makes them discrete, and they are also designed to be easy to use. They include state-of-the-art technology to provide superior audio clarity.

Hasbro Selfie Series Figures

Have you secretly wished to have your own action figure…of you! Hasbro has you covered with its new Selfie Series. You can use your phone’s camera to upload a pic and choose from figures based on several franchises.

Make a figure of yourself from these universes:

  • G.I. Joe
  • Ghostbusters
  • Power Rangers
  • Marvel
  • Star Wars

Use your smartphone and Habro’s app to customize your new digitized figure. Then all you have to do is buy it and wait for it to arrive.

Twinkly Squares

Twinkly Squares are like the Lite-Bright toy all grown up. The squares allow you to add panels of colored and automated lights to any wall. They’re great for a home office or to add a pop of color to any space.

Because these are IoT gadgets, you can also program and control them. Create digital artwork, have them sync with music, or use their voice feature.

Xebec Tri-Screen 2

Do you wish you had more screen space on your laptop? Don’t like the uneven feel of using a second monitor that is higher than your laptop screen? Then Xebec’s Tri-Screen 2 may be your answer.

Xebec Tri-Sceen 2
Image from Xebec site

This gadget enables you to expand your laptop screen on both sides. It sits behind the screen and expands the screen space both left and right.

Don’t Introduce Smart Tech Into Your Home without Security

New electronic gadgets and home tech can be great. They can also expose your network to security risks. Get help from a pro. Give us a call for a home security audit.

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This Article has been Republished with Permission from The Technology Press.

Can your business go green by switching to the cloud?

Cloud computing has quickly become a popular option for businesses that want to streamline their operations, reduce costs, and become more flexible.

But are you swayed by the idea that cloud services are automatically better for the environment? Could the need to do your bit ‘cloud’ your decision-making?

Sorry. Bad pun.

It’s true that cloud services have environmental benefits compared to using your own servers. These include reduced energy consumption and a smaller carbon footprint.

Yet you shouldn’t view the cloud as a “green solution” without fully understanding the environmental impact.

One consideration of using cloud services is the location of the data centres where servers are housed. Some providers have made commitments to use renewable energy, but it’s not a guarantee. It is essential to do your research and choose a provider that sources renewable energy and uses energy storage where possible.

When thinking about switching to the cloud, there are other benefits besides environmental sustainability. They include improved data security, ease of collaboration, and scalability as your business grows.

Another key advantage of cloud computing is data backup and recovery.

With all your data stored in the cloud, the risk of data loss due to equipment failure, damage, or theft is virtually eliminated. It means that in the event of an unforeseen disaster, like a fire or natural disaster, you can rest assured your data is safe and can be quickly recovered.

Cloud computing also enables better collaboration and communication, helping your team to work together more easily and efficiently, no matter where they’re working from. This can increase productivity and reduce your costs in comparison to maintaining traditional on-site systems.

Finally, cloud services provide better scalability as you grow, with the ability to increase storage and processing power as needed.

Can you see the benefits of cloud computing are huge? It’s why so many businesses have already ditched their servers.

If you’re considering migrating, get in touch – we can talk you through the process and what happens when.

Published with permission from Your Tech Updates.

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7 Customer-Facing Technologies to Give You an Advantage

Customers look for convenience. In today’s world that means technology that makes their life easier. From webforms to POS systems, you need to keep the customer experience in mind in all you do.

When people aren’t happy with their experience interacting with a company, they leave. And their experience might not have anything to do with your products or services. Maybe they found it hard to navigate your website. They may have a question, but no one was around to answer it.

Customers expect you to make it easy for them to do business with you. Companies that do that, reap the benefits. Customer-centric companies are 60% more profitable than those that aren’t.

Technology is key to converting website visitors into clients. It’s also key for keeping customers happy and returning to buy again.

Where should you focus? Below are several ideas for all business budgets.

Cloud Forms

Are you still emailing forms in Microsoft Word to your customers? Using cloud-based forms makes the experience much better. Your customer doesn’t need to save a form to their computer and remember to email it back. Instead, they can follow a link and fill out the info online from any device.

Moving your forms to the cloud makes it easier for you as well. The form data comes in automatically. These systems also collate forms and provide analytics.

If you use Microsoft 365, then you already have a cloud form tool. Look for Microsoft Forms in your available applications or visit Microsoft’s site.

Digital Signatures

Experts expect the use of eSignatures to grow by 69% by 2024. The ability to digitally sign documents means more contracts get signed. People don’t have to print out a form, sign it, then scan it back in. Any of those activities could mean a bump in the road.

Printers run out of ink. People have trouble with a scanner they rarely use. The list goes on. Any problem can mean a customer rethinks signing a document that you need.

Using digital signatures streamlines the process. You can handle the transaction online. You also ensure you have a legally binding signature.

Smart Chatbot

When someone makes a buying decision, they often have a question. If they don’t have a quick and easy way to get an answer, they may go elsewhere.

Chatbots are really smart these days. If you program them right, they can answer a large percentage of repeat questions. They’re there 24/7 on your website ready to help in a moment of need.

Many customers actually like them. About 68% of consumers are happy using helpful chatbots. They say they like that they get a fast answer from a bot. This isn’t always the case when customers send an email.

SMS Notifications

SMS notifications are another type of technology that can improve customer experience. Emails have become flooded with junk mail. When someone needs to know about a shipment or purchase, they often prefer it by text. This way the message isn’t missed.

Think about implementing SMS notifications for important customer alerts. Make sure you have an opt-in and opt-out method. It’s also a best practice to let the customer choose which alerts they want to receive. Such as payment notifications, sales, or shipping details.

Business Mobile App

People have been in a transition from websites to apps for a while. Of course, the internet isn’t going away, but apps are gaining ground. A big reason for this is the rise of smartphone use.

Smartphone searches are overtaking web searches. And when people are on a mobile device they prefer apps over websites. Studies show that mobile users spend 90% of their time using apps, and just 10% using an internet browser.

Think about implementing a mobile app for your business. This can make it easier for customers to do business with you. It also gives you more marketing and service capabilities, such as push notifications.

If you’re on a tight budget, you could start with a “wrapper” app. These are solutions that take your existing website and transform it into an app.

FAQ Kiosk

For retail stores, having an FAQ kiosk available can provide a positive experience. It can allow customers to get questions answered quickly. It could also help them look up sales and coupons.

Service businesses can also benefit by using this digital tool. They can use it for commonly asked questions. They can also use it to direct clients to staff offices.

VoIP Phone System

You might think of your phone system as an internal piece of IT. But it’s also one of your most customer-facing technologies. The experience people get when they call is a vital part of how they view your business.

VoIP phone systems give staff the flexibility to help customers anywhere. This is true even when away from their desks. They also enable things like group ring, auto-attendant, and voicemail to email. All these features make for better caller interaction with your business.

Get Help Planning Your Technology Roadmap

Which technology upgrades will benefit your bottom line the most? How should new systems integrate into existing solutions? These are some of the things we look at when helping you look ahead to the future. Give us a call today to schedule a chat.

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This Article has been Republished with Permission from The Technology Press.

Charging in public places? Watch out for “juice jacking”

Airports, hotels, cafés, even shopping centres, offer public charging points where you can boost your phone or laptop battery on the go.

They’ve been in the news after the FBI recently tweeted advice to stop using them. Crooks have figured out how to hijack USB ports to install malware and monitoring software onto devices as they charge.

The security risk of “juice jacking” was long thought to be more theoretical than real, but the tech needed to carry out an attack has got smaller and cheaper and easier to use. This means less sophisticated criminals are now turning their hand to it.

So how does it work?

The most common charging cables – USB-C and lightning – are dual-purpose. They have pins for charging and pins for data.

When you charge your device, you only use the charging pins. But a compromised charging port – or a cable that someone has left behind – could use both charging pins and data pins without you knowing.

When they use the data pins, criminals can install malware onto your device that gives them access to your credentials and other data. It’s a little like plugging your phone into someone else’s laptop.

To avoid the risk, the best solution is to always carry your own charger and cable, and plug it into a power outlet. If you have no choice but to use a public USB port, invest in something called a USB data blocker. This prevents data being transferred, but the device will still charge.

We help businesses stay secure and productive at the same time.

If we can help you, get in touch.

Published with permission from Your Tech Updates.

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6 Things You Should Do to Handle Data Privacy Updates

Once data began going digital, authorities realized a need to protect it. Thus, the creation of data privacy rules and regulations to address cyber threats. Many organizations have one or more data privacy policies they need to meet.

Those in the U.S. healthcare industry and their service partners need to comply with HIPAA. Anyone collecting payment card data must worry about PCI-DSS. GDPR is a wide-reaching data protection regulation. It impacts anyone selling to EU citizens.

Industry and international data privacy regulations are just the tip of the iceberg. Many state and local jurisdictions also have their own data privacy laws. Organizations must be aware of these compliance requirements. But they also need to know about updates to these rules.

By the end of 2024, about 75% of the population will have its data protected by one or more privacy regulations.

Authorities enact new data privacy regulations all the time. For example, in 2023, four states will have new rules. Colorado, Utah, Connecticut, and Virginia will begin enforcing new data privacy statutes.

Businesses must stay on top of their data privacy compliance requirements. Otherwise, they can suffer. Many standards carry stiff penalties for a data breach. And if security was lacking, fines can be even higher.

The Health Insurance Portability and Accountability Act (HIPAA) uses a sliding scale. Violators can be fined between $100 to $50,000 per breached record. The more negligent the company is, the higher the fine.

Does all that sound scary?

Don’t worry, we have some tips below for you. These can help you keep up with data privacy updates coming your way.

Steps for Staying On Top of Data Privacy Compliance

1. Identify the Regulations You Need to Follow

Does your organization have a list of the different data privacy rules it falls under? There could be regulations for:

  • Industry
  • Where you sell (e.g., if you sell to the EU)
  • Statewide
  • City or county
  • Federal (e.g., for government contractors)

Identify all the various data privacy regulations that you may be subject to. This helps ensure you’re not caught off guard by one you didn’t know about.

2. Stay Aware of Data Privacy Regulation Updates

Don’t get blindsided by a data privacy rule change. You can stay on top of any changes by signing up for updates on the appropriate website. Look for the official website for the compliance authority.

For example, if you are in the healthcare field you can sign up for HIPAA updates at HIPAA.gov. You should do this for each of the regulations your business falls under.

You should have updates sent to more than one person. Typically, your Security Officer or equal, and another responsible party. This ensures they don’t get missed if someone is on vacation.

3. Do an Annual Review of Your Data Security Standards

Companies are always evolving their technology. This doesn’t always mean a big enterprise transition. Sometimes you may add a new server or a new computer to the mix.

Any changes to your IT environment can mean falling out of compliance. A new employee mobile device added, but not properly protected is a problem. One new cloud tool an employee decides to use can also cause a compliance issue.

It’s important to do at least an annual review of your data security. Match that with your data privacy compliance requirements to make sure you’re still good.

4. Audit Your Security Policies and Procedures

Something else you should audit at least annually is your policies and procedures. These written documents that tell employees what’s expected from them. They also give direction when it comes to data privacy and how to handle a breach.

Audit your security policies annually. Additionally, audit them whenever there is a data privacy regulation update. You want to ensure that you’re encompassing any new changes to your requirements.

5. Update Your Technical, Physical & Administrative Safeguards As Needed

When you receive a notification that a data privacy update is coming, plan ahead. It’s best to comply before the rule kicks in, if possible.

Look at three areas of your IT security:

  • Technical safeguards – Systems, devices, software, etc.
  • Administrative safeguards – Policies, manuals, training, etc.
  • Physical safeguards – Doors, keypads, building security, etc.

6. Keep Employees Trained on Compliance and Data Privacy Policies

Employees should be aware of any changes to data privacy policies that impact them. When you receive news about an upcoming update, add this to your ongoing training.

Good cybersecurity practice is to conduct ongoing cybersecurity training for staff. This keeps their anti-breach skills sharp and reminds them of what’s expected.
Include updates they need to know about so they can be properly prepared.

Remember to always log your training activities. It’s a good idea to log the date, the employees educated, and the topic. This way, you have this documentation if you do suffer a breach at some point.

Get Help Ensuring Your Systems Meet Compliance Needs

Data privacy compliance can be complex. But you don’t have to figure it all out yourself. Our team is well-versed in compliance needs. Give us a call today to schedule a chat.

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This Article has been Republished with Permission from The Technology Press.

LinkedIn takes action to tackle fake accounts

LinkedIn is introducing new verification features over the coming months to help tackle fake accounts.

The business-focused social platform is a fantastic place to connect with like-minded businesspeople, and to find new employees, jobs and opportunities.

But thanks to this popularity, we’re seeing an increase in fake profiles, created by scammers for more sinister purposes.

Bot-like accounts have been cropping up all over the platform. They’ve been spamming people, tricking genuine profiles into downloading malware, and scamming them into giving away personal data.

LinkedIn holds a huge amount of information on each of its members, including their job history, contact details, professional interests and places of work – all valuable data that a determined criminal could put to use.

These fake accounts can be hard to spot. They look like real people (sometimes they’re AI-generated deepfake images), they seem to work for legitimate businesses, and the profiles have been carefully curated to look like the real deal.

LinkedIn is making changes over the coming months to help tackle these fake accounts, by way of an improved account authentication process.

Microsoft, which owns LinkedIn, is partnering with secure identity platform Clear to help verify accounts using work email addresses, government-issued ID, and a phone number.

It’s initially only being tested in the US, but if it’s a success, we expect we’ll see a wider rollout over the coming months.

Once the relevant information has been provided, accounts will receive a verification mark, like the ones introduced by Twitter. However, unlike Twitter, LinkedIn will be offering verification free of charge.

We’ll keep you updated when we know more, but in the meantime, if you need help keeping all your accounts secure, get in touch.

Published with permission from Your Tech Updates.

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Windows 8.1 Just Lost All Support. Here’s What You Need to Know

Companies both large and small share this one cybersecurity problem. They have computers that are still running older operating systems. Staff might use these devices only occasionally. Or the company may be running customized software that won’t run on newer OS versions.

The problem is that when the OS becomes outdated, the system is open to cyberattacks. When Microsoft or another developer retires an OS, it means that it is no longer supported. No more feature updates and no more security patches for newly found vulnerabilities.

The latest operating system to lose all support is Windows 8.1. Microsoft released the OS in 2013, and it was officially retired on January 10, 2023. Microsoft issued the following warning for companies:

“Continuing to use Windows 8.1 after January 10, 2023 may increase an organization’s exposure to security risks or impact its ability to meet compliance obligations.”

Here are a few facts you should know about what this retirement of Windows 8.1 means.

The OS Will Still Technically Work

When an operating system reaches its end of life, it doesn’t just stop working. Thus, many companies go on using it without realizing the security risk. Technically, the OS will work as it did the day before retirement. But it’s a lot less safe due to the loss of support.

Your System Will No Longer Receive Security Patches

Software and OS vulnerabilities are sought out and exploited all the time. This is what hackers do for a living. The vulnerability cycle usually begins with hackers finding a software “loophole.” They then write code to exploit it that allows them some type of system access.

The software developer learns of this, usually once hackers start breaching systems. They write code to fix that vulnerability. Developers then send the fix to users via an update that they install. This protects the device from one or more hacker exploits.

When an OS reaches its end of life, these fixes are no longer made. The developer has moved on to focus on its newer products. So, the vulnerability remains. It leaves a device vulnerable to hacks for days, months, or years afterward.

Approximately 61% of security vulnerabilities in corporate networks are over five years old.

Options for Upgrading

If you have a computer that is still running Windows 8.1, you have two options for upgrading. You can opt for Windows 10 or Windows 11. If the computer is running such an old OS, there is a chance your system may not meet the requirements for one or both. In this case, you may need to buy a new device altogether.

Microsoft states that there is no free option to upgrade from 8.1 to Windows 10 or 11. Some of the advantages you gain when upgrading include:

  • Better built-in security
  • Faster processing
  • Capability for more modern features (like facial recognition)
  • Improved accessibility features
  • Updated productivity tools (like snap layouts in Windows 11)

What Happens If I Don’t Upgrade?

Security & Compliance Issues

Your data security is at risk if you stay on Windows 8.1. Without any security updates, any vulnerabilities will stay unpatched. This leaves your system highly vulnerable to a breach. One hacked system on a network can also cause the breach or malware infection to spread to newer devices.

If you have to comply with a data privacy regulation, like HIPAA, you’ll also run into issues. Data privacy rules dictate making reasonable efforts to protect data. Using a device with an outdated OS jeopardizes meeting compliance.

Slowed Productivity

The older systems get, the slower they get. Staff that must work on outdated software often complain that it hurts productivity. 77% of surveyed employees were frustrated with outdated tech. Employees dealing with outmoded systems may also quit. They are 450% more likely to want to leave and work elsewhere.

An outdated operating system can hold your staff back. They miss out on modern time-saving features. They can also run into problems with bugs that will no longer get fixed.

Incompatibility With Newer Tools

Software and hardware developers aren’t looking back. Once Microsoft retires an OS, they aren’t prioritizing its compatibility. In fact, some may not want their product to be compatible with it because of the liability.

When you have issues using modern software and hardware it hurts your business. You become less competitive and begin to fall behind. Staying on an outmoded OS keeps you stuck in the past.

Get Help With Your Windows Upgrades

We can help you upgrade smoothly from an older Windows OS to a new one. If you need a new system, we can point you in the right direction for the best value. Give us a call today to schedule a chat about upgrades and where your security stands.

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This Article has been Republished with Permission from The Technology Press.

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Why You Need to Think Twice Before Using Lensa AI & Other Self-Portrait Apps

It’s a common theme. You begin seeing these amazing CGI images of your friends on Facebook or Instagram. You think, “How can I make one?”

Filters and self-portrait apps have come a long way. You can now make yourself look like Hollywood’s version of a character in the next hit animated film. It still kind of looks like you, only a dream version with “perfect” hair, skin, and facial features.

The latest of these modern vanity marvels to make the rounds is Lensa AI. You upload about 10 photos so the app can feed that data into its AI algorithm. Then, once it maps your facial features, it generates several fantasy selfies of you.

These magical avatars don’t come for free though. While you can download the app for free and use it in a limited fashion, you need to pay to do more. To get unlimited access for one week, it’s $2.99. There are several pricing tiers for its avatar packs and membership access. These range from $3.99 for Avatars Pack 1 to $35.99 for full membership.

It sounds like a little harmless digital fun, right? That’s what many companies making apps like this like you to think. Vanity is an easy sell, and who doesn’t want to have a fabulous profile pic?

But for Lensa AI and several similar self-portrait apps, you’re paying more than you know. The cost comes from the data privacy rights you’re giving up. And these can go far beyond the app itself.

Why Worry About Data Privacy with Lensa AI & Similar Apps?

Thanks to laws like GDPR, software and app developers need to tell you what they do with your data. Looking at the app at the Mac App Store, a few alarming things jump out.

Data Used to Track You

Once you download the Lensa AI app, it can track your phone activity. The app store states that the app may use purchases and unique identifiers to track you. And this doesn’t mean only tracking you while in Lensa AI. It can track you across websites and apps owned by other companies.

Data Collected

Lensa AI scours your device for a lot of different data points. By downloading it, you permit it to do this. Some of the tracking links to you personally (such as linked to your name, IP address, or phone number). It collects a lot of other data, but not with your name or another identifier on it.

Data collected and linked to you:

  • User content (such as the images you upload)

Data collected, but not linked to you:

  • Purchases you make on websites or apps
  • Usage data for apps, etc.
  • Identifiers (this isn’t specified, but could mean things like city or gender)
  • Diagnostics from your device

Loss of Rights to Your Uploaded Images

What apps like Lensa AI do with your data is a grey area. Many tech companies, such as Facebook, have been known to act irresponsibly with user data. Many are purposely vague in their terms and conditions, leaving the door open.

One section from the Lensa AI Terms that users agree to states the following:

“…solely for the purposes of operating or improving Lensa, you grant us a time-limited, revocable, non-exclusive, royalty-free, worldwide, fully-paid, transferable, sub-licensable license to use, reproduce, modify, distribute, create derivative works of your User Content, without any additional compensation to you…”

For the sole purpose of “operating” Lensa, could mean anything. It could mean that to make more money to operate the business, the company needs to use your images. Note that it also states it can modify, distribute, etc. YOUR user content.

Things You Can Do to Protect Your Data Privacy

Don’t Immediately Jump on Every Fad

This one may be hard when you see all your friends using a new app. It’s natural to want to be a part of that. But try waiting a week. Most likely those avatar images from the latest selfie app won’t be blowing up your feed anymore.

Read App Terms & Conditions

Take the time to read an app’s terms. You are often giving up more data privacy rights than you realize. This includes giving an app the ability to track just about everything you do on your device. Be aware of what’s at risk before you download a new app.

Restrict Data Collection

If you can’t resist an app’s charms, at least make it as secure as possible. This includes taking the time to restrict its data collection features, where possible.

Use your phone’s privacy and security settings to turn off data sharing. For the Lensa AI app, you can also contact the company to request that it delete your data from its servers. Its privacy policy states to email privacy@lensa-ai.com for questions and concerns.

Get a Device Privacy Checkup

The more apps you use, the more complicated data privacy can get. Don’t leave it to chance. We’ll be happy to help. Give us a call today to schedule a device privacy checkup.

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Featured Image Credit

This Article has been Republished with Permission from The Technology Press.