2   Privacy Settings and Descriptions

2.1  Privacy Settings

The following list describes settings that you can disable or enable using the ON / OFF toggles next to each setting, along with their explanations:

  • Obfuscate user accounts

    This setting obfuscates the true identity of your users by creating an alias for each of them in the form of a random 32-digit string to stand as their username, and by not collecting their email addresses or phone numbers. When you toggle this setting ON, the following three privacy settings: Collect user names, Collect user email addresses and Collect user phone numbers, will be automatically toggled OFF and cannot be turned back on while Obfuscate user accounts is enabled.

    • KEY POINT

    Once this setting is toggled OFF, the three settings below it will not be toggled back ON automatically. You will need to do this manually for each one.

  • Collect user names

    This setting collects the full name of each user.

  • Collect user email addresses

    This setting collects the email address of each user.

  • Collect user phone numbers

    This setting collects the phone number of each user.

  • Collect inventory

    This setting collects a range of software and hardware inventory within the following categories:

    • Computer information

    • User information

    • System information

    • Hardware

    • Geographical location

    • Operating system

    • Fastest network adapter

    • Primary monitor

    In addition to the above inventory categories and corresponding data, a list of the software that is installed on each user’s device is also collected and displayed, as well as a list of the local administrators on the device in question.

  • Allow geo-tracking

    This setting maps the IP address of each user’s device to a location using a public IP-to-location database. These device locations can then be viewed in Inventory and Reports within your portal, or in Google maps via Admin By Request.

2.2  Adjusting Privacy Settings

KEY POINT

When you adjust your Privacy Settings (enable or disable them using the ON / OFF toggles), nothing happens to existing data - the changes apply only to new data and not to data that has already been collected prior to the adjustment being made.

For example, if you have the Collect user names setting enabled and user X makes a request, their user name will be collected and displayed in all of the appropriate places within the Admin By Request portal.

If you then disable this setting, user X’s user name will remain in all of the relevant locations for the request they made with this setting toggled ON, but all further requests by user X and others will no longer collect and display the user name.

2.3  Where Privacy Settings Data is Displayed

PII and personal data collected by Admin By Request is displayed within the following four pages in the user portal:

  • Requests

  • Auditlog

  • Inventory

  • Reports

See item B in the Appendix.

Data that is collected could appear in all or only some of those pages within your portal, depending on the data in question.

2.3.1  Default Privacy Settings

The Default Privacy Settings, i.e., the settings automatically enabled / disabled when you first implement Admin By Request, are as follows:

  • Obfuscate user accounts - OFF

  • Collect user names - ON

  • Collect user email addresses - ON

  • Collect user phone numbers - ON

  • Collect inventory - ON 1

  • Allow geo-tracking - ON

See item C in the Appendix.

In the Appendix of this document, all screenshots of the Requests, Auditlog, Inventory and Reports pages have been taken with the default settings applied.

1. Refer to IMPORTANT note in section 3.1.5.