Privacy supplement for Microsoft Office Communicator Web Access 2007 R2

Last updated: December 2008

This page is a supplement to the Privacy Statements for Microsoft Office Communications Products. In order to understand the data collection and use practices relevant for a particular Office Communications product or service, you should read both the Privacy Statement for Microsoft Office Communications Products and this supplement.

Archiving

What This Feature Doe s: Archiving allows your administrator to archive instant message conversations, meeting activities and content, and usage characteristics such as user sign-ins and conversation starts and joins.

Information Collected, Processed, or Transmitted: Archiving stores the content of instant message conversations and information about your instant messaging usage on a server your administrator configures. No information is sent to Microsoft.

Use of Information: Your administrator can use this information to administer your enterprise’s use of Office Communicator Web Access.

Choice/Control: Archiving is turned off by default, and must be turned on by an enterprise administrator. You should review your company’s data usage and monitoring policies to determine whether archiving may be enabled.

Desktop Control

What This Feature Does: Desktop Control allows you to grant control of your desktop to someone else who is also using an Office Communicator client on another computer.

Information Collected, Processed, or Transm itted: Once you grant control over your desktop to someone else, that person can control your computer and make changes as if he or she were using your computer directly. You and other participants in your Office Communicator Web Access conversation will be able to view these changes as they are made. No information is sent to Microsoft.

Use of Information: You can use Desktop Control to allow others to test, demonstrate, and update documents or applications on your computer while you and other conversation participants observe.

Choice/Control: To share control of your desktop with a remote party:

  1. Initiate a Desktop Sharing conversation.

  2. Click on the Sharing icon in the active conversation window.

  3. Select one of the Share Control options.

To revoke control of your desktop from a remote party:

  1. Click on the Sharing icon in the active conversation window.

  2. Select Stop Sharing Control.

Desktop Sharing

What This Feature Does: Desktop Sharing allows you to share a view of your computer’s screen with other participants in your Office Communicator Web Access conversation.

Information Collected, Processed, or Transmitted: If you enable Desktop Sharing, all conversation participants will be able to see everything on your computer’s screen. No information is sent to Microsoft.

Use of Information: You can use Desktop Sharing to collaborate with conversation participants.

Choice/Control: To enable Desktop Sharing in a new Office Communicator Web Access conversation:

  1. Right-click on the user(s) you want to share with in your Contacts list.

  2. Click Share, and then click Share Desktop.

To enable Desktop Sharing during an ongoing Office Communicator Web Access conversation:

  1. Click on the Sharing icon.

  2. Select Share Desktop.

To stop sharing your desktop:

  1. Click on the Sharing icon.

  2. Select Stop Sharing.

Important: Open documents or pictures on your desktop that are protected by Digital Rights Management software may be visible to others who you share your desktop with in an Office Communicator Web Access conversation.

Presence and Contact Information

What This Feature Does: Office Communicator Web Access is an integrated communications client, which enables you to communicate with contacts within and outside of your organization. Office Communicator Web Access is designed to allow you access to information published about other users, and to provide other users with access to information published about you, such as status, title, phone number, and notes. Your administrator may also configure integration with Microsoft Office Outlook and Microsoft Exchange Server in order to display out of office messages and other status information such as when you have a meeting scheduled in your Outlook calendar.

Information Collected, Processed, or Transmitted: You will use your sign-in address and a password to connect to Office Communications Server. You and your administrator can publish information about your status that will be associated with your sign-in.

Use of Information: Other Office Communicator Web Access users and applications will be able to access your presence and contact information to determine your published status and to better communicate with you.

Choice/Control: You may choose what information is published about you. Your administrator also may configure published information on your behalf. If your administrator has not disabled your ability to control your published information, you can change your settings at any time by:

  1. From the menu bar, click Options.

  2. On the Phones tab, you can view the information about phone numbers that your administrator has published. You can also enter more numbers and decide what to publish to other users.

  3. Click OK.

You can also set access levels to designate what each user can see regarding your presence level and information. To do so:

  1. Right click on a contact.

  2. Select the option to Change Level of Access.

  3. Select the appropriate level of access for the user.

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