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SharePoint Privacy Policy Template

Introduction – SharePoint Server Private / Public Privacy Policy SharePoint Privacy Policies are mechanisms used to establish the limits and expectations for the users of [Organization] SharePoint resources. Internal [Organization] SharePoint users should have no expectation of privacy with respect to SharePoint resources. External users should have the expectation of complete privacy, except in the case of suspected wrongdoing, with respect to SharePoint resources.
Purpose The purpose of the [Organization] SharePoint Privacy Policy is to clearly communicate the [Organization] Information Technology Privacy expectations to users.
Audience The [Organization] SharePoint Privacy Policy applies equally to all individuals who use any [Organization] SharePoint resources.
SharePoint Server Private / Public Privacy Policy
  • Electronic files created, sent, received, or stored on SharePoint owned, leased, administered, or otherwise under the custody and control of [Organization] are not private and may be accessed by [Organization] SharePoint and Systems Administrators for various purposes at any time without knowledge of the SharePoint user or content owner.
  • Electronic files created, sent, received, or stored on computers owned, leased administered, or otherwise under the custody and control of [Organization] are the property of [Organization].
  • To manage systems and enforce security, [Organization] may log, review, and otherwise utilize any information stored on or passing through its SharePoint systems in accordance with the provisions and safeguards. For these same purposes, [Organization] may also capture User activity such as telephone numbers dialed and WSS sites visited.
  • A wide variety of third parties may have entrusted their information to [Organization] for business purposes, and all workers at [Organization] must do their best to safeguard the privacy and security of this information. The most important of these third parties is the individual customer; customer account data is accordingly confidential and access will be strictly limited based on business need for access.
  • [Organization] SharePoint users must report any weaknesses in [Organization] SharePoint security, any incidents of possible misuse or violation of this agreement to the proper authorities by contacting the appropriate management.
  • [Organization] SharePoint users must not attempt to access any data or programs contained on [Organization] systems for which they do not have authorization or explicit consent.
SharePoint Privacy Policy Distribution [Organization] SharePoint sites may be available to the general public must contain a Privacy Statement. An example privacy statement must be embedded within this policy.

[Organization] SharePoint Privacy Statement on the Use of Information Gathered from the Public
The following statement applies only to members of the general public and is intended to address concerns about the types of information gathered from the public, if any, and how that information is used.

I. Cookies
A cookie is a small file containing information that is placed on a user’s computer by a web server. Typically, these files are used to enhance the user’s experience of the site, to help users move between pages in a database, or to customize information for a user.
Any information that [Organization] webservers may store in cookies is used for internal purposes only. Cookie data is not used in any way that would disclose personally identifiable information to outside parties unless [Organization] is legally required to do so in connection with law enforcement investigations or other legal proceedings.

II. Logs and Network Monitoring
[Organization] maintains log files of all access to its SharePoint sites and also monitors network traffic for the purposes of site management. This information is used to help diagnose problems with the server and to carry out other administrative tasks. Log analysis tools are also used to create summary statistics to determine which information is of most interest to users, to identify system problem areas, or to help determine technical requirements.

Information such as the following is collected in these files:
Hostname: the hostname and/or IP address of the computer requesting access to the site
User-Agent: the type of browser, its version, and the operating system of the computer requesting access (e.g., Netscape 4 for Windows, IE 4 for Macintosh, etc.)
Referrer: the web page the user came from
System date: the date and time on the server at the time of access
Full request: the exact request the user made
Status: the status code the server returned, e.g., fulfilled request, file not found
Content length: the size, in bytes, of the file sent to the user
Method: the request method used by the browser (e.g., post, get)
Universal Resource Identifier (URI): the location of the particular resource requested. (More commonly known as a URL.)
Query string of the URI: anything after a question mark in a URI. For example, if a keyword search has been requested, the search word will appear in the query string.
Protocol: the technical protocol and version used, i.e., http 1.0, ftp, etc.
The above information is not used in any way that would reveal personally identifying information to outside parties unless [Organization] is legally required to do so in connection with law enforcement investigations or other legal proceedings.

III. Email and Form Information
If a member of the general public sends [Organization] an e-mail message or fills out a web-based form with a question or comment that contains personally identifying information, that information will only be used to respond to the request and analyze trends. The message may be redirected to another government agency or person who is better able to answer your question. Such information is not used in any way that would reveal personally identifying information to outside parties unless System Administration is legally required to do so in connection with law enforcement investigations or other legal proceedings.

IV. Links
This site may contain links to other sites. [Organization] is not responsible for the privacy practices or the content of such websites.

V. Security
This site has security measures in place to protect from loss, misuse and alteration of the information.
Contacting [Organization]
If there are any questions about this privacy statement, the practices of this site, or dealings with this website, contact
xxxxxx@xxxxxxx.xxx

SharePoint Server Private / Public Privacy Policy Supporting Information
  • SharePoint Security awareness by [Organization] personnel must be continually emphasized, reinforced, updated and validated.
  • All [Organization] SharePoint users are responsible for managing their use of SharePoint and are accountable for their actions relating to SharePoint security. Users are also equally responsible for reporting any suspected or confirmed violations of this policy to the appropriate management responsible for SharePoint security incident handling.
  • [Organization] server custodian departments must provide adequate access controls in order to monitor SharePoint systems to protect business data and associated programs from misuse in accordance with the needs defined by owner departments. All SharePoint access must be properly documented, authorized and controlled, following [Organization] standardized processes.
Disciplinary Actions Violation of this policy may result in disciplinary action which may include termination for employees and temporaries; a termination of employment relations in the case of contractors or consultants; dismissal for interns and volunteers; or suspension or expulsion in the case of a student. Additionally, individuals are subject to loss of [Organization] SharePoint access privileges, civil, and criminal prosecution.
Compliance / Regulation Contributed to by this Policy
  • Copyright Act of 1976
  • Foreign Corrupt Practices Act of 1977
  • Computer Fraud and Abuse Act of 1986
  • Computer Security Act of 1987
  • The Health Insurance Portability and Accountability Act of 1996 (HIPAA)
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