Microsoft 365 Terms of Use

The University of Vienna provides its members with the Microsoft 365 software subscription by the Microsoft Corporation. This subscription includes, among others, the applications Word, Excel, PowerPoint, Teams and OneDrive for local installation or online use. These Terms of Use specify the scope in which Microsoft 365 may be used.

The Microsoft 365 service of the University of Vienna is provided in a data protection compliant manner.

The University of Vienna's Microsoft 365 service was implemented in close consultation with the University of Vienna's data protection officer in such a way that all applications and functions of Microsoft 365 can be used to the extent provided in a data protection-compliant manner.

Microsoft stores the data that users contribute to Microsoft 365 redundantly in four data centres within the European Union (locations are Ireland, the Netherlands, Finland and Austria), which comply with the high data protection standard of the GDPR. This applies, among other things, to the content from the Office applications available in OneDrive and SharePoint Online.

It has been contractually agreed with Microsoft Ireland Operations Limited that all products and services will be provided in compliance with data protection security obligations and that Microsoft companies may not process customer data, professional services data and personal data for purposes other than those for which they are intended.

Due to data protection regulations, multi-factor authentication is mandatory for all users. When logging in for the first time with the Microsoft account of the University of Vienna, users are requested to set up a second factor.

Information can be found on the ZID website:

• Microsoft 365 service page
• Further information on data protection (in German)
• Microsoft Teams

The University of Vienna provides Microsoft 365 licenses subject to the conditions specified below:

1. The users explicitly commit to compliance with the University of Vienna’s Terms of Use as well as with any licensing conditions (https://www.microsoft.com/licensing/docs) and data protection provisions specified by Microsoft (https://privacy.microsoft.com/en-gb/privacystatement).
2. According to the licensing conditions, Microsoft 365 may be used only for business activities of the University of Vienna. The use for any other purposes, especially for private purposes or for other institutions, is not allowed. The use of Microsoft 365 for commercial purposes is prohibited in any case.
3. The University of Vienna recommends using the presets configured by the University. Any changes to the presets are possible only in accordance with the principles of data protection, such as legality, privacy by default, data minimisation, minimisation of the use of data and purposeful use of data. Settings that might run contrary to these principles are prevented by the system.
4. Users of Microsoft Teams should refrain from processing sensitive data within the meaning of article 9 of the GDPR.
5. If users intend to record or transcript video conferences held in the Microsoft Teams app, all participants must consent to the recording or transcription of the meeting.
6. The University of Vienna assumes no liability for the contents and data provided in the course of using Microsoft 365. The University of Vienna does not assume warranty for any deficiencies of Microsoft 365. Furthermore, the University of Vienna makes no guarantee for the availability, obtainability, functionality and usability of Microsoft 365 for the purposes intended by the employees.
7. The use of Microsoft 365 is limited to the term of the licence acquired by the University of Vienna.
8. Users are not entitled to use Microsoft 365 in any form that is prohibited by law, regulations or official orders, or by provisions in a relevant legal framework. Furthermore, the use of Microsoft 365 must not violate the rights of others.
9. Users are obliged to comply with all technical restrictions of the subject of the contract which only allow the users to use Microsoft 365 in a specific way and also not to circumvent these restrictions.
10. It is not permitted to incite others to violate these Terms of Use.
11. The competent courts of Vienna shall have exclusive jurisdiction to deal with any disputes arising from these Terms of Use or due to use of the Microsoft 365 license.