Privacy supplement for Microsoft Office Communications Server 2007 R2 Attendant ("Attendant")

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 Attendant.

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.

Call Logs

What This Feature Does: Call Logs enables you to store a record of your voice calls processed by Attendant in a Microsoft Office Outlook® folder.

Information Collected, Processed, or Transmitted: Information about your voice calls such as start time, end time, duration, and call participants will be stored in your Microsoft Office Outlook Conversation History folder. Call Logs does not store the content of your calls. No information is sent to Microsoft.

Use of Information: You can use this information to review your voice call history.

Choice/Control: Call Logs is turned on by default. If your administrator has not disabled your ability to control Call Logs, you can change your settings by taking the following steps:

1. From the Menu Bar icon select Options.

2. On the Personal tab uncheck Save my call logs in the Outlook conversation history folder.

3. Click OK.

Client-Side Logging

What This Feature Does: Client-Side Logging allows you to log information about your use of Attendant on your computer in your user profile. The information can be used for troubleshooting Attendant issues you may have.

Information Collected, Processed, or Transmitted: If you or your administrator enables Client-Side Logging, information such as the meeting subject and location and session initiation protocol (SIP) messages and responses for conversations processed by Attendant will be stored on your computer. This includes information about the sender and receiver of each Attendant message and the route that the message takes. In addition, your contact list and presence information will be logged. However, the contents of your conversations processed by Attendant are not stored. Client-Side Logging does not send any of this information off your computer.

Use of Inf ormation: Client-side logs can be used for troubleshooting Attendant issues you may have. They are not automatically sent to Microsoft, but you can choose to send them manually.

Choice/Control: Client-Side Logging is turned off by default, and must be turned on by an enterprise administrator. If your administrator has not disabled your ability to control logging, you can change your settings by taking the following steps:

1. From the Menu Bar icon select Options.

2. On the General tab check Turn on logging in Communicator Attendant and Turn on Windows Event logging for Communicator Attendant.

3. Click OK.

Conversation History

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

Information Collected, Processed, or Transmitted: If you enable Conversation History, the content of your instant message conversations will be stored in your Microsoft Office Outlook Conversation History folder. No information is sent to Microsoft.

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, and must be turned on by an enterprise administrator. If your administrator has not disabled your ability to control Conversation History, you can change your settings by taking the following steps:

1. From the Menu Bar icon select Options.

2. On the Personal tab check Save my instant message conversations in Outlook Conversation History folder.

3. Click OK.

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

Custom Profile Features

What These Features Do: The following Custom Profile Features allow you to customize your use of Attendant:

• Last Search stores the most recent search entered in the Attendant console, enabling faster access to this information in the future.

• Recent Conversations displays a list of conversations Attendant has recently processed, enabling faster access to this information in the future.

• Frequently Entered Numbers stores the numbers you choose, enabling faster access to this information in the future.

• Contact Categories and Annotations displays notes and custom category assignments for your contacts, enabling you to more easily identify the importance of a contact when receiving a forwarded conversation.

• Conversation Templates store commonly-used language from your IM conversations in templates, allowing you to start new IM conversations more quickly by selecting these templates.

• Conf erence Templates store commonly-used configuration settings from your conferences in templates, allowing you to start new conferences more quickly by selecting these templates.

• Tile View Configuration allows you to change how contact cards are displayed.

• D istribution Groups Order allows you to change the order in which custom distribution groups are displayed.

Information Collected, Processed, or Transmitted: Custom Profile Features store Attendant usage information, preferences, and templates in your Windows user profile on your computer. No information is sent to Microsoft.

Use of Information: You can use Custom Profile Features information to customize your use of Attendant. If you share a single Windows user account with other Attendant users, you and the other users share common Customer Profile Features settings. This is true even if you and the other user have different Attendant accounts. This means, for example, that you and the other Attendant users sharing a single Windows user account will be able to see each others' Last Search entries.

Choice/Control: Custom Profile Features are enabled by default and cannot be turned off. It is recommended that you log into Attendant using a unique Windows account if you wish to prevent other users from seeing your Attendant usage information, preferences, and templates.

Presence and Contact Information

What This Feature Does: Attendant is an integrated communications client, which enables you to communicate with contacts within and outside of your organization. Attendant is designed to access 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 users and applications accessing Office Communications Server 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 icon select 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 make decisions about what to publish to other users.

3. Click OK.

To change your sign-in information:

1. If you are signed in to Attendant, first sign out.

2. On the Sign in screen enter your sign-in address. You can then use the Change Settings link to manually enter the name of the server to connect to.

3. Click Sign In.

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.