Microsoft Office 365 Integration Module for Small Business Server 2011 Essentials Privacy Statement

Last updated: October 2011

Microsoft is committed to protecting your privacy, while delivering software that brings you the performance, power, and convenience you desire in your personal computing. This privacy statement explains many of the data collection and use practices of Microsoft Office 365 Integration Module for  Small Business Server (SBS) 2011 Essentials (“Office 365 Integration Module” or “Module”). This is a preliminary disclosure that focuses on features that communicate with the Internet and is not intended to be an exhaustive list.  It does not apply to other online or offline Microsoft sites, products, or services.

The Office 365 Integration Module is aimed at integrating Microsoft Office 365 service (“Office 365”) with the on-premise Windows SBS solution. It helps the administrator configure Office 365, add and manage users’ Office 365 accounts from Windows SBS.  For some features described below, the Office 365 Integration Module will send data to the Office 365.  Where that occurs, the privacy statement for Office 365 would be applicable.  You can view the Office 365 privacy statement at http://g.microsoftonline.com/0BX10EN/11.

Collection and Use of Your Information

The information we collect from you will be used by Microsoft and its controlled subsidiaries and affiliates to enable the features you are using and provide the service(s) or carry out the transaction(s) you have requested or authorized.  It may also be used to analyze and improve Microsoft products and services.

We may send certain mandatory service communications such as welcome letters, billing reminders, information on technical service issues, and security announcements. Some Microsoft services may send periodic member letters that are considered part of the service. We may occasionally request your feedback, invite you to participate in surveys, or send you promotional mailings to inform you of other products or services available from Microsoft and its affiliates.

In order to offer you a more consistent and personalized experience in your interactions with Microsoft, information collected through one Microsoft service may be combined with information obtained through other Microsoft services. We may also supplement the information we collect with information obtained from other companies. For example, we may use services from other companies that enable us to derive a general geographic area based on your IP address in order to customize certain services to your geographic area.

Except as described in this statement, personal information you provide will not be transferred to third parties without your consent. We occasionally hire other companies to provide limited services on our behalf, such as packaging, sending and delivering purchases and other mailings, answering customer questions about products or services, processing event registration, or performing statistical analysis of our services. We will only provide those companies the personal information they need to deliver the service, and they are prohibited from using that information for any other purpose.

Microsoft may access or disclose information about you, including the content of your communications, in order to: (a) comply with the law or respond to lawful requests or legal process; (b) protect the rights or property of Microsoft or our customers, including the enforcement of our agreements or policies governing your use of the services; or (c) act on a good faith belief that such access or disclosure is necessary to protect the personal safety of Microsoft employees, customers, or the public.  We may also disclose personal information as part of a corporate transaction such as a merger or sale of assets.

Information that is collected by or sent to Microsoft by the Office 365 Integration Module may be stored and processed in the United States or any other country in which Microsoft or its affiliates, subsidiaries, or service providers maintain facilities. Microsoft abides by the safe harbor framework as set forth by the U.S. Department of Commerce regarding the collection, use, and retention of data from the European Union, the European Economic Area, and Switzerland. 

Collection and Use of Information about Your Computer

When you use software with Internet-enabled features, information about your computer ("standard computer information") is sent to the Web sites you visit and online services you use. Microsoft uses standard computer information to provide you Internet-enabled services, to help improve our products and services, and for statistical analysis. Standard computer information typically includes information such as your IP address, operating system version, browser version, and regional and language settings. In some cases, standard computer information may also include hardware ID, which indicates the device manufacturer, device name, and version. If a particular feature or service sends information to Microsoft, standard computer information will be sent as well. 

The privacy details for each Office 365 Integration Module feature, software or service listed in this privacy statement describe what additional information is collected and how it is used.

Security of your information

Microsoft is committed to helping protect the security of your information. We use a variety of security technologies and procedures to help protect your information from unauthorized access, use, or disclosure. For example, we store the information you provide on computer systems with limited access, which are located in controlled facilities.

Changes to this privacy statement

We will occasionally update this privacy statement to reflect changes in our products, services, and customer feedback. When we post changes, we will revise the "last updated" date at the top of this statement. If there are material changes to this statement or in how Microsoft will use your personal information, we will notify you either by posting a notice of such changes prior to implementing the change or by directly sending you a notification. We encourage you to periodically review this statement to be informed of how Microsoft is protecting your information.

For More Information

Microsoft welcomes your comments regarding this privacy statement. If you have questions about this statement or believe that we have not adhered to it, please contact us by email at sbsprivacy@microsoft.com, or by postal mail at:

Windows Small Business Server Privacy

Microsoft Corporation
One Microsoft Way
Redmond, Washington 98052 USA

Specific features 

The remainder of this document will address the following specific features:

Set up Microsoft Office 365 Integration Module

What This Feature Does: The Office 365 Integration Module wizard helps the user integrate a new or existing subscription for Office 365 into the user’s server network.

Information Collected, Processed, or Transmitted: The wizard asks for the user’s Microsoft Online Service ID and password. The ID and password will be sent to Office 365 and cached on the local server.  The Office 365 privacy statement describes how this information is collected, processed, or transmitted.  See http://g.microsoftonline.com/0BX10EN/11.

Use of Information: Office 365 will validate the user with the provided ID and Password. Once authenticated, the account will also be used to configure the server. The ID and Password will be encrypted and cached on the local server, so that the user doesn’t need to reinput them for future usage.

Choice/Control: If you do not want to send or cache the Microsoft Online Service ID or password, do not use the Office 365 Integration Module.

Password Sync with Office 365

What This Feature Does:  This feature synchronizes the password of an Office 365 account with the password of a local user account. So a local user could use the same password to log on the local network and Office 365.

Information Collected, Processed, or Transmitted:  If the user is assigned an Office 365 account, the feature will send the user’s local account password, in encrypted format,to Office 365, whenever the user sets a new local account password.  The Office 365 privacy statement describes how this information is collected, processed, or transmitted.  See http://g.microsoftonline.com/0BX10EN/11.

Use of Information:  Office 365 will receive the local account and new password, and set it as the Microsoft Office 365 account password.

Choice/Control:  If you do not want to synchronize the local password with Office 365, do not assign an Office 365 account to this user.

Assigning a new or existing Office 365 account to a user; adding multiple users to Office 365; and activating a user’s Office 365 account

What These Features Do: These three features provide different ways of enabling a local user’s access with Office 365. Specifically, they enable a local user to be assigned with a new or existing Office 365 account.

Information Collected, Processed, or Transmitted: The Module sends an Office 365 account name (e-mail address) to the Office 365 when a new account needs to be created.  After assigning an Office 365 account to a local user account,  the Office 365 account name will also be saved on the local server.  The Office 365 privacy statement describes how this information is collected, processed, or transmitted.  See http://g.microsoftonline.com/0BX10EN/11.

Use of Information: Office 365 will create an Office 365 account using the account name provided.  The cached Office 365 account name on Windows SBS will be used to identify the Office 365 account that belongs to a particular SBS user.

Choice/Control: If you do nott want to send or cache Office 365 account, do not assign any Office 365 account to any user.

Deactivate the user’s Office 365 account; Deactivate the user’s local account

What These Features Do: These features deactivate the Office 365 account assigned to a local user account. The user can no longer access his/her Office 365 account and the licenses assigned to the Office 365 account are removed. The user’s data remain in Office 365 for certain period of time which is defined by the Office 365 data retention policy.

Information Collected, Processed, or Transmitted: The Office 365 account name (email address) will be sent to Office 365. The Office 365 privacy statement describes how this information is collected, processed, or transmitted.  See http://g.microsoftonline.com/0BX10EN/11.

Use of Information: Office 365 will receive the Office 365 account name and deactivate it.

Choice/Control: If you do not want to send the Office 365 account, do not assign any Office 365 account to any user.

Delete the user

What This Feature Does: This feature deletes a local user account. If the user has been assigned a Office 365 account, this Office 365 account will also be deleted.

Information Collected, Processed, or Transmitted: The Office 365 account name (email address) will be sent to Office 365.  The Office 365 privacy statement describes how this information is collected, processed, or transmitted.  See http://g.microsoftonline.com/0BX10EN/11.

Use of Information: Office 365 will receive the Office 365 account name and delete it.

Choice/Control: If you do not want to send the Office 365 account, do not assign any Office 365 account to any user.

Link domain to Office 365

What This Feature Does: This feature configures an Internet domain to work with Office 365.

Information Collected, Processed, or Transmitted: The domain name will be sent to Office 365.

Use of Information: Office 365 will receive the domain name, verify the ownership of the domain, and configure the domain for Office 365.

Choice/Control: If you donot want to send the domain name, do not use this feature.

Customer Experience Improvement Program 

What This Feature Does:

The Customer Experience Improvement Program (“CEIP”) collects basic information about your hardware configuration and how you use our software and services in order to identify trends and usage patterns. CEIP also collects the type and number of errors you encounter, software and hardware performance, and the speed of services.  We will not collect your name, address, or other contact information.

Information Collected, Processed, or Transmitted: 

For more information about the information collected, processed, or transmitted by CEIP, see the CEIP privacy statement at http://go.microsoft.com/fwlink/?LinkId=113682.

Use of Information:

We use this information to improve the quality, reliability, and performance of Microsoft software and services.

Choice/Control: 

The Office 365 Integration Module will not change your existing setting for CEIP. It will collect, process, and transmit information if and only if the CEIP is turned on in the underlying SBS server. If you choose to participate and later change your mind, you can turn off CEIP at any time by:

1.        Launch “Server Settings” from the dashboard

2.        Uncheck “Help us improve quality, reliability, and performance of Windows Small Business Server 2011. Join our customer experience improvement program”.

Microsoft Error Reporting

What This Feature Does:

Microsoft Error Reporting provides a service that allows you to report problems you may be having with Office 365 Integration Module to Microsoft and to receive information that may help you avoid or solve such problems.

 Information Collected, Processed, or Transmitted:

For information about the information collected, processed, or transmitted by Microsoft Error Reporting, see the Microsoft Error Reporting privacy statement at http://go.microsoft.com/fwlink/?LinkId=193008.

Use of Information:

We use the error reporting data to solve customer problems and improve our software and services.

Choice/Control:

The Office 365 Integration Module will not change your existing setting for Windows Error Reporting. If Windows Error Reporting was previously enabled on the SBS server, then it will automatically report problems you encounter to Microsoft. You can change your Microsoft Error Reporting settings at any time by:

1.         Launch “Server Settings” from the dashboard

2.        Uncheck the Automatic Windows Error Reporting box

Important Information:

Enterprise customers can use Group Policy to configure how Microsoft Error Reporting behaves on their computers. Configuration options include the ability to turn off Microsoft Error Reporting. If you are an administrator and wish to configure Group Policy for Microsoft Error Reporting, technical details are available at http://technet.microsoft.com/en-gb/library/ee126091(WS.10).aspx.