Office Communicator 2007 Privacy Statement

Last updated: June 2007

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 Communicator 2007 (“Office Communicator”). This disclosure 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. If you or your enterprise uses this product with a separate Microsoft service, some of the features may be substantially different from those described below. Some of the features described below may be integrated with the Microsoft service, or the Microsoft service may include additional features. For information about how Microsoft handles your privacy when using this product with a Microsoft service, please view the privacy statement for the applicable Microsoft service.

Collection and Use of Your Personal Information

When we need information that personally identifies you or allows us to contact you, we will explicitly ask you for it. The personal information we collect from you will be used by Microsoft and its controlled subsidiaries and affiliates to provide the service(s) or carry out the transaction(s) you have requested or authorized. In support of these uses, Microsoft may use personal information to provide you with more effective customer service, to improve Office Communicator and any related Microsoft sites, products or services, and to make Office Communicator easier to use by eliminating the need for you to repeatedly enter the same information or by customizing the service to your particular preference or interests. 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 customer support, processing transactions, 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. Information that is collected by or sent to Microsoft may be stored and processed in the United States or any other country in which Microsoft or its affiliates, subsidiaries or agents maintain facilities, and by using a Microsoft site or service, you consent to any such transfer of information outside of your country. 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. Microsoft may disclose personal information about you if required to do so by law or in the good faith belief that such action is necessary to: (a) conform to the edicts of the law or comply with legal process served on Microsoft; (b) protect and defend the rights of Microsoft (including enforcement of our agreements); or (c) act in urgent circumstances to protect the personal safety of Microsoft employees, users of Microsoft sites, products or services, or members of the public.

Collection and Use of Information about Your Computer

This software contains Internet-enabled features that collect certain standard information from your computer (“standard computer information”) and send it to Microsoft. Standard computer information typically includes information such as your IP address, operating system version, browser version, your hardware ID which indicates the device manufacturer, device name, and version and your regional and language settings. If a particular feature or service sends information to Microsoft, standard computer information will be sent as well.

The privacy details for each Office Communicator feature, software or service listed here will disclose what additional information is collected and how it is used.

Security of your information

Microsoft is committed to protecting 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 and 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 prominently 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 believe that Microsoft has not adhered to this statement, please contact us by using our Web Form.

Microsoft Privacy - UCG
Microsoft Corporation
One Microsoft Way
Redmond, Washington, 98052-6399

Specific features

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

Presence and Contact Information

What this feature does:     Office Communicator is an integrated communications client, which enables you to communicate with contacts within and outside of your organization. Office Communicator 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 2007. You and your administrator can publish information about your status that will be associated with your sign in.

Use of Information:     Other Office Communicator 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 button, click Tools and then Options.

  2. On the Personal tab, enter your sign in address under the My account information. You can use the Advanced button to enter the name of the server to connect to …

  3. 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 to publish to other users who are entitled to have access to this information.

  4. 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.

Customer Experience Improvement Program

What This Feature Does: If you choose to participate, the Customer Experience Improvement Program (“CEIP”) will collect basic information about your hardware configuration and how you use our software and services 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. This information is sent to Microsoft, where we use them to help improve the features our customers use most often and to create solutions to common problems.

Information Collected, Processed, or Transmitted:     When you choose to participate in CEIP by opting in from the Options panel in Office Communicator, information about your Office Communicator usage on your computer will be sent to Microsoft. If you use Office Communicator on multiple computers, you can configure your CEIP setting separately for each computer.

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

Choice/Control:     CEIP is turned off by default unless your administrator has chosen to turn it on for you. Unless your administrator has disabled the control, you can change your CEIP settings at any time by:

  1. From the Menu button, select Tools and then Options.

  2. On the General tab, check or uncheck the Allow Microsoft to collect information about how I use Communicator.

  3. Click OK.

Client-Side Logging

What This Feature Does:     Client-side logging allows you to log information about your Office Communicator sessions in your user profile. The information is intended to be used for troubleshooting Office Communicator issues you may have.

Information Collected, Processed, or Transmitted: If you or your administrator chooses to enable client-side logging, information such as the meeting subject and location and session initiation protocol (SIP) messages and responses associated with each of your Office Communicator sessions will be logged on your computer. SIP data that may be logged includes information about the sender and receiver of each Office Communicator message and the route that the message takes. In addition, your contact list and presence information will be logged. However, the content of your IM conversations is not logged by this feature. Client-side logging does not send any of this information off your computer; however, your administrator may choose to capture similar data using Archiving. See the Archiving section below for more information.

Use of Information: Logs can be used for troubleshooting any Office Communicator issues you may have. They are not sent to Microsoft by Office Communicator, but you can choose to send them manually.

Choice/Control:     Logging is turned off by default. Your administrator may configure logging on your behalf. If your administrator has not disabled your ability to control logging, you can change your settings at any time by:

  1. From the Menu button, click Tools, and then click Options.

  2. On the General tab, click on Turn on logging and Turn on Windows event logging.

  3. Click OK.

You or your administrator may also log your meeting subject and locations by choosing to use Microsoft Office Outlook as your personal information manager on the Personal tab of the Communicator Options panel.


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

Information Collected, Processed, or Transmitted:     Content of instant message conversations and information about your usage of instant messaging are stored on a server your administrator configures. None of this information is sent to Microsoft.

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

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

Conversation History

What This Feature Does:     Conversation history allows you to store the content of your instant message conversations in the Conversation History folder in Outlook.

Information Collected, Processed, or Transmitted:     If choose to enable Conversation History, the content of your instant message conversations will be stored in Outlook.

Use of Information:     You can use this information to review the content of your past instant message conversations.

Choice/Control:     Conversation History is turned off by default. Your administrator may configure Conversation History on your behalf. If your administrator has not disabled your ability to control Conversation History, you can change your settings at any time by:

  1. From the Menu button, click Tools, and then click Options.

  2. Click the Personal tab, and then check Save my instant message conversations in the Outlook Conversation History folder.

  3. Click OK.

If you enable Conservation History, you should notify your contacts that their IM sessions will be saved.

Online Feedback

What This Feature Does:     Online Feedback allows you to provide feedback about Office Communicator directly to Microsoft.

Information Collected, Processed, or Transmitted:     If you choose to use Online Feedback, the content of your message and standard computer information will be sent to Microsoft.

Use of Information:     The information you submit may be used by Microsoft to improve Office Communicator or other Microsoft sites, products or services.

Choice/Control:     Use of Online Feedback is optional.

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