Privacy supplement for Microsoft Office InfoPath 2007

Last updated: October 2006

This page is a supplement to the Privacy Statement for the 2007 Microsoft Office system. In order to understand the data collection and use practices relevant for a particular Office program or service, you should read both the Privacy Statement for the 2007 Microsoft Office system and this supplement.

Using Microsoft Office Online templates

The Design a Form dialog box can provide you with up-to-date assistance downloaded from Microsoft Office Online for forms that are based on templates. The Design a Form dialog box also allows you to send feedback on the templates and to provide a numeric rating for each template that you download.

If you want to enable or disable downloads from Microsoft Office Online, see Get Help, templates, and additional online content in the Help window.

When you open a template or a file based on a template, Microsoft Office InfoPath 2007 can contact Microsoft Office Online and send the ID for that template, the program and version that you are currently using, together with standard computer information. This is dependent on your online Help settings.

The template ID is used to identify the original template as downloaded from Microsoft Office Online or included in your Office InfoPath 2007 installation. It does not uniquely identify your presentation. The ID is the same for all users of the same template.

Linking to data sources

Office InfoPath 2007 forms include links to data sources and to a data repository where the information that you enter into a form will be stored. InfoPath also saves similar information when you design a form so that revisions of the form can be published quickly. These data sources may be on your local network or available from the Internet.

In some cases, the link may include your user name or information about servers on your network. In the case of a data connection, you can choose to save a user name or password within the data connection link.

Printing

When you print an Office InfoPath 2007 form and then save that form, Office InfoPath 2007 saves the path to your printer with the form. In some cases, the path may include a user name or computer name.

Offline Support

Office InfoPath 2007 stores query results in an InfoPath solution cache. The cached data is stored in your user's profile. If you are filling out an InfoPath form and cannot connect to your data source, you will be notified with an option to work in offline mode. If you choose to work in offline mode, the results from the cache will be used to populate entries in the form.

The cached data is never sent to Microsoft or any third parties. You can choose not to have results from queries cached by doing the following:

  1. On the Tools menu, click Options, and then click the Advanced tab.

  2. Under Offline mode, clear the Cache queries for use in Offline mode check box.

InfoPath integration with Outlook

When you receive an Office InfoPath 2007 form in Microsoft Office Outlook, you can display, edit, and submit forms directly from Outlook without opening the InfoPath program.

As with other InfoPath forms, when you load the form, InfoPath will attempt to verify the home location of the form template. If this location is accessed over the Internet, InfoPath will prompt you to determine if you still want to open the form. You should open the form only if you trust the entity that sent you the form, because data can be downloaded or sent to a third party when the form is opened.

Document Workspace sites

With Office InfoPath 2007, you can access a Document Workspace site on a Microsoft Windows SharePoint Services site. A Document Workspace site is a shared space where you can quickly and easily collaborate with other team members on one or multiple forms.

When you access a Document Workspace site, Office InfoPath 2007 downloads some data from the Document Workspace site to provide you with information about that site. Specifically, Office InfoPath 2007 obtains the following:

  • Name of the Windows SharePoint Services site

  • URL or address of the site

  • Names, e-mail addresses, and permission levels of the site users

  • Lists of the documents, tasks, and other information available from the site

Office InfoPath 2007 also stores a list of the Windows SharePoint Services sites that you have visited on your computer, in the form of cookies. This list is used to provide you with quick access to the sites that you have visited before. The list of sites that you have visited is not accessed by Microsoft and is not exposed to the Internet unless you choose to make the list more broadly available.

Windows SharePoint Services

Microsoft Windows SharePoint Services provides shared, Web-based Workspace sites where you can collaborate on documents or meetings.

When you access a SharePoint site, by using either the Web browser or any Office program, the site will save a cookie to your computer if you have permissions to create a new subsite on that site. Taken together, these cookies form a list of sites to which you have permissions. This list is used by several Office programs to provide you with quick access to the sites that you have visited before.

The list of sites that you have visited is not accessed by Microsoft and is not exposed to the Internet unless you choose to make the list more broadly available.

You can clear this list by using your Web browser to clear your cache of cookies.

In Windows SharePoint Services, when you create a new Web site or list, or add or invite people to an existing Web site or list, the site saves the following for each person, including you:

  • Full name

  • E-mail address

  • User logon name (Microsoft Windows NT logon — for example, DOMAIN\user name)

A user ID will be added to every element that you or the other users of the site add to or modify on the site. As with all of the content on the SharePoint site, only administrators and members of the site itself should have access to this information.

All elements of the SharePoint site include two fields: Created By and Modified By. The Created By field is filled in with the user name of the person who originally created the element and the date when it was created. The Modified By field is filled in with the user name of the person who last modified the Office InfoPath 2007 document and the date when it was last modified.

Administrators of the servers where SharePoint sites are hosted have access to some data from these sites, which is used for analyzing the usage patterns of the site and improving the percentage of time that the site is available. This data is available only to the server administrators and is not shared with Microsoft unless Microsoft is hosting the SharePoint site. The data specifically captured includes the names, e-mail addresses, and permissions of everyone with access to the site.

All users with access to a particular SharePoint site may search and view all content available on that site.

Auditing

Windows SharePoint Services provides auditing features that allow administrators to keep a reliable audit trail of how users are working with important content.

When Windows SharePoint Services administrators enable the Auditing feature, the server will automatically record in the SharePoint Content Database certain actions performed by the user. These actions include view, edit, check-in, and check-out. For each recorded action, the server will record identifying information about the file, the action, and the user's SharePoint ID and IP address. No data is sent to Microsoft as part of this transaction.

This feature is off by default and is available only to administrators of SharePoint sites where content is stored.

Instant messaging and notifications

Office InfoPath 2007 provides you with the ability to send instant messages from within the program itself and provides you with the ability to be alerted when people are online or when certain changes are made to shared documents or workspaces.

Office InfoPath 2007 uses a Microsoft instant messaging client to provide you with the ability to see the online presence of other people and to send messages to them. Office InfoPath 2007 includes a Web control that allows the instant messaging presence to be displayed within a Web page. The purpose of this feature is to allow you to use Web pages to collaborate directly with other people who are working on the same documents or workspaces.

Web page scripts that are written with this Web control in mind can transmit presence data from your instant messaging program to the Web server hosting the script. By default, this functionality is enabled only for intranet sites, trusted sites, and sites on the local computer.

Microsoft Windows SharePoint Services pages and Microsoft Office SharePoint Server 2007 pages both make use of this control. Neither of these types of pages transmits presence data back to the Web server.

When you visit a Microsoft Windows SharePoint Services site or an Office SharePoint Server site and create an alert, Office InfoPath 2007 will add a cookie to your computer with the following data:

  • Name of the site

  • URL of the site

  • Whether the alert source is a Windows SharePoint Services site or a SharePoint Server site

  • URL used by the site to expose the alert service

The data in this cookie allows alerts from the site to be sent to you correctly. Microsoft does not access this cookie unless the cookie was sent originally from a Microsoft server, in which case the cookie is used exclusively by the Windows SharePoint Services site or SharePoint Server site.

Digital signatures

A digital signature is an optional feature that can help you to authenticate the identity of the person who sent you a document. A digital signature is a unique encrypted value of the data in the document that you are signing. When you send a document with a digital signature, the signature is sent to the recipient, along with the data in the document and a trusted digital certificate from you (the sender). The digital certificate is issued by a Certification Authority, such as VeriSign, and contains information to authenticate the sender and verify that the original contents of the document have not been altered.

When you sign a document, you will see a dialog box that shows the information that will be included in the digital signature, such as your system date and time, operating system version number, Microsoft Office version number, and Office InfoPath 2007 version number. If you send a signed document to other people, the recipients will not be able to view the information about your system, although they will be able to view the contents of the document itself.

Information Rights Management

Information Rights Management (IRM) allows you to give certain users or groups the right to access and modify a document. Despite some similarities, IRM is not the same as Document Protection. IRM allows you to set permissions to the entire document for specific actions, such as printing the document or forwarding the document to other people, as well as for reading or editing the document.

When you store a document with IRM enabled, Office InfoPath 2007 saves to the document a list of every user who has rights to that document and what their permissions are. This information is encrypted so that only the document owners can access this information.

Additionally, documents with IRM enabled contain content licenses. A content license contains an e-mail address, permission, and authentication information. Each time anyone attempts to open a document with IRM enabled, Office InfoPath 2007 checks the content licenses saved in the document against the user's identity. If the user has never opened the document before, Office InfoPath 2007 contacts an IRM server, verifies the user's identity, downloads a new content license for the user (provided that the user has the necessary rights), and saves that content license to the document.

Document owners have the option to avoid saving content licenses to the document. If, however, this content license is not saved to the document, Office InfoPath 2007 must contact the IRM server every time the document is opened. If Office InfoPath 2007 is not connected to a network or cannot contact the IRM server, the document cannot be opened.

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