Exchange Server Privacy Statement

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 applies to Microsoft Exchange Server 2016 and Exchange Server 2019. It focuses on features that communicate with the Internet. It does not apply to any other online or offline Microsoft sites, products, or services.

Exchange 2016 and Exchange 2019 deliver email, calendaring, contact management, and other online collaboration functionalities on your PC's, mobile phones, and web browsers.

This privacy statement addresses the deployment and use of Exchange 2016 and Exchange 2019 in an enterprise network environment. If you use Exchange Server technologies as a service operated by Microsoft or a third party, please refer to the service-specific privacy and security policies provided by Microsoft or the third party service provider.

IT administrators of Exchange 2016 and Exchange 2019 may choose to enable or disable certain Internet-enabled features in Exchange, or to deploy other privacy impacting technologies, based on legal or compliance considerations or internal policies. You should direct privacy-related requests related to the entity that's providing your access to Exchange 2016 or Exchange 2019. Microsoft is not responsible for the privacy practices of its customers or other third parties.

Collection and Use of Your Information

The information we collect from you will be used by Microsoft and its controlled subsidiaries and affiliates to enable the features you're using and to provide the service(s) or carry out the transaction(s) you have requested or authorized. It may also be used to analyze and improve Microsoft products and services.

We may send standard service communications such as welcome letters, billing reminders, information on technical service issues, and security announcements. Some Microsoft services may send periodic member letters that are considered part of the service. We may occasionally request your feedback, invite you to participate in surveys, or send you promotional mailings to inform you of other products or services available from Microsoft and its affiliates.

In order to offer you a more consistent and personalized experience in your interactions with Microsoft, information collected through one Microsoft service may be combined with information collected through other Microsoft services. We may also supplement the information we collect with information obtained from other companies. For example, we may use services from other companies that enable us to derive a general geographic area based on your IP address in order to customize certain services to your geographic area.

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 answering customer questions about products or services or performing statistical analysis of our services. We will provide those companies only the personal information they need to deliver the service, and they are prohibited from using that information for any other purpose.

Microsoft may access or disclose information about you, including the content of your communications, in order to: (a) comply with the law or respond to lawful requests or legal process; (b) protect the rights or property of Microsoft or our customers, including the enforcement of our agreements or policies governing your use of the services; or (c) act on a good faith belief that such access or disclosure is necessary to protect the personal safety of Microsoft employees, customers, or the public.

Information that is collected by or sent to Exchange 2016 and Exchange 2019 may be stored and processed in the United States or in any other country/region in which Microsoft or its affiliates, subsidiaries, or service providers maintain facilities. Microsoft abides by the safe harbor framework as set forth by the United States Department of Commerce regarding the collection, use, and retention of data from the European Union, the European Economic Area, and Switzerland.

Collection and Use of Information about Your Computer

When you use software with Internet-enabled features, information about your computer ("standard computer information") is sent to the web sites you visit and online services you use. Microsoft uses standard computer information to provide you Internet-enabled services, to help improve our products and services, and for statistical analysis. Standard computer information typically includes information such as your IP address, operating system version, browser version, and regional and language settings. In some cases, standard computer information may also include hardware ID, which indicates the device manufacturer, device name, and version. If a particular feature or service sends information to Microsoft, standard computer information will be sent as well.

The privacy details for other Exchange 2016 or Exchange 2019 features, software, or services listed in this privacy statement describe what additional information is collected and how it is used.

Security of Your Information

Microsoft is committed to helping protect 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, information you provide is stored on computer systems with limited access, which are located in controlled facilities.

Specific Feature: Microsoft Error Reporting

What This Feature Does: Microsoft Error Reporting provides a service that allows you to report problems you may be having to Microsoft and to receive information that may help you avoid or solve such problems.

Information Collected, Processed, or Transmitted: For information about the information collected, processed, or transmitted by Microsoft Error Reporting, see Privacy Statement for the Microsoft Error Reporting Service.

Use of Information: The error reporting data that you submit may be used to solve customer problems and to improve Microsoft software and services.

Choice/Control: You will be offered the opportunity to participate in Microsoft Error Reporting the first time an error is encountered. When you choose to enable it, Microsoft Error Reporting will automatically report problems you encounter to Microsoft. In addition, your IT administrator can choose to enable or disable Microsoft Error Reporting during the Exchange Server setup process for all users.

In rare cases, such as problems that are especially difficult to solve, Microsoft may request additional data, including sections of memory (which may include memory shared by any or all applications running at the time the problem occurred), some registry settings, and one or more files from your computer. Your current documents may also be included. When additional data is requested, you will have an opportunity to view the information contained in the error report before choosing whether or not to send the report to Microsoft.

Important Information: Enterprise customers can use Group Policy to configure how Microsoft Error Reporting works on their computers. Configuration options include the ability to turn off Microsoft Error Reporting. If you're an administrator and want to configure Group Policy for Microsoft Error Reporting, technical details are available at the Group Policy Settings Reference for Windows and Windows Server.

Specific Feature: Online Feedback

What This Feature Does: Online Feedback allows you to provide feedback about products and services directly to Microsoft.

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

Use of Information: The information submitted may be used to improve Microsoft sites, products, or services. The information that we collect from this feature may also be used to request additional information about feedback provided about the product or service.

Choice/Control: Use of Online Feedback is optional.

Specific Feature: Online Help

What This Feature Does: Clicking or otherwise using Help connects to online support materials, providing you with the most up-to-date content available.

Information Collected, Processed, or Transmitted: When you use Help, the request is sent to Microsoft, as well as any rating or feedback provided about the help topics. Any personal information entered into the search or feedback boxes will be sent to Microsoft but will not be used to identify or contact you.

Use of Information: Help uses search information to return the most relevant results, develop new content, and improve the existing content.

Choice/Control: Do not use Help if you do not wish to connect to online support materials.

Specific Feature: Customer Experience Improvement Program

What This Feature Does: If you choose to participate, the Customer Experience Improvement Program (CEIP) collects basic information about your hardware configuration and how you use Microsoft software and services in order 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. Microsoft does not collect your name, address, or other contact information.

Information Collected, Processed, or Transmitted: CEIP information is automatically sent to Microsoft when the feature is turned on. For more information about the information collected, processed, or transmitted by CEIP, see the Privacy Statement for the Microsoft Customer Experience Improvement Program.

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

Choice/Control: CEIP is turned off by default unless your IT administrator has chosen to turn it on for you. You will be prompted to sign up in the Exchange installer. Unless your administrator has restricted your ability to do so, you can change your CEIP settings at any time.

Specific Feature: Bing Maps Extension

What This Feature Does: the Bing Maps extension will appear in Outlook and Outlook on the web (formerly known as Outlook Web App) when Exchange 2016 or Exchange 2019 detects the presence of an address in the body of an email and allow you to query the Bing Maps service for a map of the location.

Information Collected, Processed, or Transmitted: when you click on the Bing Maps extension from the user interface, the information that Exchange determines to be an address will be passed to the Bing Maps service, which will perform a query based on the address and return a map for it. For more information on Bing's privacy practices, see the Bing section in Microsoft Privacy Statement.

Use of Information: The address information is used to display the map for the address.

Choice/Control: This feature can be turned off by the IT administrator, or the end user.

Specific Feature: Offline

What This Feature Does: In Outlook on the web, the Offline features stores contacts, calendar and email information on a user's machine so that it is accessible without a network connection.

Information Collected, Processed, or Transmitted: Information collected and stored includes contacts, calendar and email from the user's mailbox on the Exchange Server. This feature does not transmit information to Microsoft.

Use of Information: Information is stored locally on the user's machine to enable offline access.

Choice/Control: In Outlook on the web, this Offline feature is off by default and the user must enable offline mode. Additionally, the IT administrators can disable the option for this feature so that users are not able to turn it on.

Specific Feature: Sender Photo

What This Feature Does: In Outlook on the web, the Sender Photo feature allows a recipient to see the photo of the sender of an email he or she is viewing, if the sender is from the same organization as the recipient.

Information Collected, Processed, or Transmitted: When Outlook on the web believes a sender's photo may be available, the sender's email address is sent to the Exchange server. Transmission may be sent partially in an unencrypted form. This feature does not transmit information to Microsoft.

Use of Information: The sender's email address will be used to locate the sender's photo from the destination Exchange server.

Choice/Control: IT administrators can turn off this feature.

Specific Feature: Contact Card

What This Feature Does: When browsing emails in Outlook on the web, a user can click on the name of the sender or one of the recipients in a mail to retrieve the contact card for the individual. The contact card displays information about that individual.

Information Collected, Processed, or Transmitted: When a user requests the contact card information for someone by clicking on the person's name from an email, the email address or similar identifier for the person whose information is requested is sent to the Exchange server. Transmission may be sent partially in an unencrypted form. This feature does not transmit information to Microsoft.

Use of Information: The email address of the person whose contact card is requested will be used to locate the person's contact card information from the destination Exchange server.

Choice/Control: Do not click on an individual's name to retrieve the individual's contact card if you do not wish to send the individual's identification to the Exchange server.

Changes to This Privacy Statement

Microsoft is committed to helping protect 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, information you provide is stored on computer systems with limited access, which are located in controlled facilities.

For More Information

Microsoft welcomes your comments regarding this privacy statement and its supplements. If you have questions or believe that we have not adhered to these documents, please contact us using this Web form, or by email, at the following address:

Microsoft Privacy

Microsoft Corporation

One Microsoft Way

Redmond, Washington 98052 USA

425-882-8080

To find the Microsoft subsidiary in your country or region, see Microsoft office locations around the world.