F-Secure Elements for Microsoft 365 privacy policy

In brief

F-Secure Elements for Microsoft 365 is a cloud-based security service that is designed to mitigate business risks in organizations by providing effective threat protection for various Microsoft Office 365 services (such as Exchange Online and SharePoint Online). This service protects against threats such as; internal/external email threats, advanced phishing attacks, and malicious content and URLs in emails, malicious content in files stored in SharePoint. In addition to email messages, other Exchange items such as tasks, calendar appointments, contacts, and sticky notes are inspected for malicious content and URLs.

  • The focus of data collection is on finding malicious content in; file storage spaces (such as SharePoint), users' mailboxes and not in collecting any personal information about individuals
  • Much of the processed and collected data remains in the customer company's Microsoft 365 tenant

In full

This service-specific policy focuses on the items we believe are the most relevant for you. Such items are in particular 1) the type of personal and private data that the service collects, 2) what we use it for, 3) our justification, 4) typical disclosures, and 5) for how long we store it. More information on such topics as well as on other aspects (data subject rights, contact information, etc.) of the processing of your personal data is also available via the embedded links.

What data is processed and what it is used for


F-Secure Elements for Microsoft 365 processes content such as files stored in Microsoft 365 services (such as SharePoint), email messages, calendar appointments, tasks, contacts, and groups in Microsoft 365 mailboxes of the customer, which are defined in the security policy and have a valid license assigned.

While processing this data, the solution analyzes files, attachments, web links (URLs) included in message bodies, and some parts of message headers. To identify security threats, files, file attachments and URLs are sent to F-Secure's Security Cloud for reputation checks and advanced threat analysis.

The service sends queries on potential malicious activity, malicious software, or unwanted applications on protected devices, data traffic, and networks to F-Secure Security Cloud. F-Secure Security Cloud is a cloud-based system for cyber threat analysis that is operated by F-Secure. With the Security Cloud, F-Secure can maintain an up-to-date overview of the global threat landscape and protect our customers against new threats the moment they are first found. These queries – such as URLs, file identifiers, and application metadata – cannot be connected to an identifiable user by F-Secure. To protect your privacy, F-Secure separates the above security data from other data collected on your use of the service, anonymizes it, and destroys it when it is no longer needed for the purpose..

If harmful content is detected (such as a malicious attachment or URL), the solution moves or copies the entire object or affected parts to the hidden quarantine folder located in the customer's Office 365 tenant. The relevant properties of quarantined items such as file location, file author & editor, filename, user mailbox, sender and recipient addresses, item subject, folder name, and harmful attachment name and URL are saved in the quarantine database

For users administering the solution via the F-Secure Elements for Microsoft 365 portal, contact information (email address) and credentials (username, password) are stored and used for managing the administrator’s access to the portal.

A system administrator, predefined and authorized by the customer, can choose to not send certain metadata or file content to F-Secure Security Cloud for analysis, with the explicit understanding that it reduces the security capabilities provided by the solution. The system administrator can further exclude email and file content from being manually analyzed for threats, with the explicit understanding that it reduces the security capabilities provided by the solution.

The data collected for the purpose of detecting malicious or suspicious content can include:

  • name of the user mailbox where the message or item with harmful content was found
  • full email content (email headers, body and attachments)
  • email address of the sender (messaging metadata)
  • email addresses of recipients (messaging metadata)
  • subject of message or item (messaging metadata)
  • email message headers (messaging metadata)
  • name of the folder where harmful content was found (messaging metadata)
  • names of the files where harmful content was found
  • web links (URLs) found to be harmful
  • name of the file and which SharePoint site it came from
  • name and email for both the original author and last editor of the file

F-Secure processes the data to protect the target networks, the devices and data therein. In particular:

  • to block real or potentially harmful content in inbound, outbound, and internal email traffic
  • to detect malicious and suspicious activity in users' mailboxes
  • to detect other threats and security attacks against or via Office 365 services
  • to analyze the service and security data collected for the purposes of improving the detection capability of F-Secure services, with emphasis on improving the functionality, usability, and detection capability of this service.

 System administrators, predefined and authorized by the customer, can view the results of scanning if suspicious content is detected, for the purpose of administering the solution via the F-Secure Elements for Microsoft 365 portal. A system administrator can in certain situations, where suspicious content has been detected, review the full email content for the purpose of assessing the veracity of the detection. If exercising the ability to analyze the content, the administrator must always follow the local privacy laws and processes.

The F-Secure Elements for Microsoft 365 portal collects non-identifiable telemetry data on the use of its features for service improvement purposes, which the administrator can choose to opt out from sending in the policy settings.

F-Secure checks your email address on a regular basis for data breaches. F-Secure engages a third-party provider for detecting and collecting information on data breaches that relate to the email address that F-Secure checks for you.


The contact data of the customer company’s contact persons is processed as explained in the corporate business privacy policy.

Legal grounds

Both F-Secure and each customer company operate as independent controllers over their respective areas of data processing that takes place in the context of the services.

To the extent that the data processed by F-Secure in the services is identifiable to an individual, the services process data to safeguard the following legitimate interests;

  • providing F-Secure services to secure our customers' networks and devices as well as the confidentiality and availability of the data therein;
  • enabling F-Secure to detect emerging threats and security-relevant trends among all of its customers, so that our services can keep on par with evolving threats;
  • enabling F-Secure to provide a centralized security service framework across multiple continents to a large number of customers and partners.

The data processing undertaken by the service is mandatory for the efficient protection of customer company data in its Office 365 organization. While the individual service's settings may enable an Office 365/IT administrator to limit the processing of security data by F-Secure, such adjustments are not recommended, as they endanger achieving the above intended purposes of the services.

Transfers and disclosures

The data presented in the service portal is visible to your company's IT administrator, whether internal or external. If the company's IT is managed by a third party, this data is also available to them (F-Secure's "distributor/reseller partner"), so that they can provide your company with support for our services and corresponding IT services.

More information on transfers and disclosures of data:

Learn more

Sales and delivery

We exchange (both disclose and receive) some of your personal data with our distribution partners (resellers of corporate IT services, operators, webstores, etc.), who market, distribute, administer, and support our services. We provide these companies access to such personal data that they may need for their agreed activities. The logic of this data sharing is to provide a seamless customer experience. This includes activities such as customer management, service support, incident management and problem resolution, direct marketing, and invoicing.

Our distribution partners are likely to have a pre-existing customer relationship with you or — in the case of our corporate services — with your employer. Such partners and corporate customers process your personal data as an independent entity, based on their applicable privacy policies. Regardless, our distribution partners and corporate customers must also comply with the agreements and legislation when handling your personal data. Each such entity is by default independently responsible for its own treatment of personal data, for its own purposes.


We may transfer or disclose some of your personal data to F‑Secure group companies and our subcontractors who help us create the services.

Where our clients’ personal data needs to be transferred or disclosed to our subcontractors, we require, in our contracts with them, that they use such information solely for providing their agreed services (for example, to solve a support case, to send it to logistics partners for product delivery, or to send marketing mails on our behalf). We require our subcontractors to process data pertaining to you in a manner that is consistent with our statements herein.

International transfers

F‑Secure operates globally. Consequently, some of our affiliates, subcontractors, distributors, and partners are located outside the European Economic Area to ensure the global reach and availability of our services. The locations of F‑Secure affiliates can be viewed from F‑Secure’s public web pages

When we transfer personal data outside the European Economic Area, we secure such transfers of personal data according to the requirements of the law. We do this by imposing appropriate technical and contractual safeguards on relevant subcontractors and F‑Secure group companies, for example by using data transfer clauses that are approved by the European Union — the fixed content of such clauses is available here.

We only do global or cross-border data transfers for a good reason and after assessing the resulting privacy risk.

We store more sensitive customer data within Finland or the European Economic Area and keep it under our own control.

Other uses and disclosures

There are circumstances not covered by this privacy policy where the use or disclosure of personal data may be justified or permitted, or where we may be obligated by applicable laws to disclose information without acquiring your consent or independent of service provisioning.

One example includes complying with a court order or a warrant issued by the authorities in the relevant jurisdiction to compel the production of information.

Similarly, there may be other circumstances where there is a justifiable legitimate interest to disclose limited sets of information to a third party. Examples of such disclosures include cases where we need to protect ourselves against liability or to prevent fraudulent activity, where we analyze your use of our products to ensure that our products are working the way you would expect them to and that we are able to react to adverse experiences, where it is necessary to solve or contain an ongoing problem, or where we need to meet the legitimate information requirements of our insurers or governmental regulatory agencies. In any such action, we will act according to the applicable laws.

We may also need to transfer your personal data as part of a corporate transaction, such as a sale, merger, spin-off, or other corporate reorganization of F‑Secure, where the information is provided to the new controlling entity in the regular course of business. F‑Secure group discloses and transfers data internally as required by our then current operational model. We do, however, limit the disclosures internally to only those group companies, units, teams, and individuals who have a need to know such information for the intended purposes of processing it.

We weigh each disclosure requirement carefully and take the possibility of such disclosure requests into account when deciding where and how we store your personal data.


While we collect the majority of the above-mentioned data directly from you or your device, we also receive data from our affiliates, distribution partners (such as operators and retailers), and corporate entities from whom you have purchased the services. Such entities may be our resellers, but also include our external webstore partners. We also acquire some basic personal data (order data on purchases) and aggregate analytical data from app stores in which our services are sold. Such other sources may further include subcontractors who have provided you with support for our services, or advertising partners who have assisted us in conducting our marketing activities.

We do this to create a seamless customer experience and to have the necessary information for solving support cases.

Typical examples of third-party sources are:

  • information on your purchase made in our external webstore,
  • we acquire your credentials from previous sign-in data from our operator reseller partner, so that we can provide our service to you directly,
  • we acquire your contact data from corporate decision-maker registries for marketing purposes, and
  • when you use your social media account to register to our services, we collect the email address from your account to enable us to authenticate your registration and to contact you.

Third parties

Our services are provided in conjunction with our partners and our services and websites may embed or interoperate with third-party services. This privacy document only applies to personal data as long as that data is within F‑Secure’s realm of influence. Where your personal data is processed by other entities for their independent purposes, such other party is responsible for processing your personal data in a justified manner in accordance to their policies as well as for fulfilling your rights under data protection laws.

The most prevalent such scenarios are the following:

  • Webstore. Our webstore is partially run by a third-party reseller. While the data you enter in the registration phase is handled under F‑Secure policies, our webstore providers’ policies apply to the actual purchase and related activities.
  • Device location queries. When you query the location of your device via our services, the provider of maps needs to process the related geographical data. On the publication date of this policy, F‑Secure uses Google maps in our device location and search features. Google privacy policies shall apply accordingly to your use of the features.


Data controlled by the customer

Quarantine items and related properties are removed based on the policy defined by the customer.

Data controlled by F‑Secure

The data is stored for a length of service provisioning to the customer and is visible in the F-Secure Elements for Microsoft 365 portal for the same duration. After termination of the service agreement or license with the customer, this data is retained in F-Secure storage for 4 months before final deletion or anonymization.

Anonymized security data and statistical data are stored on F-Secure servers without a set end date as long as the data continues to be useful for the purpose it was collected for.

The other data types (i.e. technical support data, contact information) mentioned above are stored for the duration given in their respective privacy policies, after which they are deleted or anonymized.

More information, exceptions, and additions:

Learn more

This text complements the service-specific retention times. The default rule under the law is that personal data should be deleted or anonymized once it is no longer needed for its purpose.

However, some personal data needs to be nonetheless stored for longer periods of varying lengths due to varying reasons.

Typical reasons why we deviate from the primary retention times include the following examples:

  • grace periods and backups (e.g. keeping your personal data stored for a designated time after the end of your subscription, so that we can safeguard the data against erroneous deletion);
  • applicable laws require us to store the data (e.g. to keep track of the purchase and payment of our services);
  • to pursue available remedies or to limit any damages that we may sustain (e.g. due to an ongoing dispute or investigation);
  • to solve or contain a recurring problem or to have enough information to respond to future issues (e.g. your support ticket related to a problem that was not permanently corrected during your customership);
  • to prevent fraudulent activity (e.g. to enforce a ban on our community);
  • your personal data is incorporated to other data for a secondary purpose (e.g. retaining logs);
  • other similar circumstances, where there continues to be a legitimate need for the ongoing storage of personal data.

The final removal of your account may be delayed to avoid disturbing the other interactions you have with us. This is the case when you have an F‑Secure account (e.g. you have subscribed to our consumer services with your email address) and also i) have an F‑Secure Community account or ii) you continue to subscribe to our marketing messages. The F‑Secure Community account deletion policy is set out in its terms of service. You can opt out from our marketing messages at any time.

If you have purchased our service via one of our operator partners, account deletion is controlled by said operator partner. Upon the partner notifying us that your subscription has been terminated, F‑Secure subsequently removes the account. This removal leads to the deletion or anonymization of any personal data related to the account.

If we have received your information when providing you with technical support, the information is stored as long as the respective support case remains unsolved. Once solved, the information is gradually deleted or anonymized within two years from closing the case.

Analytics data collected with the user’s consent is retained for statistical purposes and is not deleted on removal of personal data and the user account. After termination of the account, analytics data cannot be linked to any personally identifiable user.

Data that does not contain personal data (e.g. aggregate analytical data) is retained as long as such data continues to be useful for the purpose it was collected.


Information on the security practices that we employ to keep your data secure.

Learn more

We apply strict security measures to protect the confidentiality, integrity, and availability of your personal data when transferring, storing, or processing it.

We use physical, administrative, and technical security measures to reduce the risk of loss, misuse, or unauthorized access, disclosure, or modification of your personal data.

All personal data is stored on secure servers operated by F‑Secure or our partners with access limited to authorized personnel only.

Your rights

Information on your statutory rights and how to contact us.

Learn more

You have the right to the data that we have on you. In particular, you have the following rights to the personal data that we hold on you:

  • Access and rectification. You have the right to ask us what personal data we have on you and to get a copy of the data that we can identify pertaining to you in this context. Should you find any errors (e.g. obsolete information) in such data, we urge you to contact our customer care to resolve the issue. Some of our service portals allow you to update your customer information. For such, you should update any changes to your personal data, for example change of address or email address. If you cannot update the changes yourself, you may inform us of the necessary changes.
  • Objection. You are entitled to object to certain processing of personal data, including for example the processing of your personal data for marketing purposes or when we otherwise base our processing of your data on a legitimate interest. In the latter case, you need to establish a legally valid rationale for your objection.
  • Right to be forgotten. You also have the right to request us to cease storing your personal data and erase it. In this case you need to establish a legally valid rationale for your request.
  • Portability. You also have the right to ask for personal data that you yourself have provided — pursuant to a contract or your consent. You may request the data in a structured, commonly used, and machine-readable format and further that the data is transmitted to another controller, where technically feasible.
  • Withdrawing consent. In cases where the processing is based on your consent, you have the right to withdraw your consent at any time via relevant settings. For identifiable service analytics data, you can find the settings in the service user interface. You also have the right to opt out from our marketing communications via the preference center accessible through the link.
  • Restriction. If you establish that the data we have on you is incorrect or we have no legal right to use it, you may request that we cease any further processing of your personal data, and merely keep it in store until the issue is resolved.

You can exercise your rights via our customer care function. The links to contact us are in the “Contact information” section.

Note that there may be situations where our confidentiality obligations, our right of professional secrecy, and/or our obligations to provide our services (e.g. to your employer) may prohibit us from disclosing or deleting your personal data or otherwise prevent you from exercising your rights. Your above rights are also dependent on the legal grounds based on which we process your personal data.

If you have any complaints about how we process your personal data, or would like further information, please contact us at any time. If you feel that we are not enabling your statutory rights, you have the right to lodge a complaint with a supervisory authority. In most cases, this authority is the Finnish Data Protection Ombudsman (www.tietosuoja.fi).

Contact information

If you have any questions or concerns about the matters discussed in our privacy policies, please contact:

F‑Secure Corporation
Tammasaarenkatu 7
PL 24
00181 Helsinki

How to contact us:

  • If you are a client of our consumer line of products, please contact us via our consumer support channels.
  • If you are a client of our corporate line of products, please contact us via corporate support channels.
  • You can contact F‑Secure’s Data Protection Officer by sending a message to privacy@f-secure.com. If you wish to exercise your rights as a data subject, please use the above links instead.


Information on definitions and change management.

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This is what we mean when we make certain references within this policy.

“Client”, “you”, refers to a private or corporate user or any other data subjects who buy, register for use, or use our services, whose devices and data traffic are protected by our services, or who may have submitted personally identifiable information to us. This information may have been submitted through the use of our services, websites, telephone, email, registration forms, or other similar channels.

“Personal data” refers to any information on private individuals that is identifiable to them or their family or household members. This information may include names, email and mailing addresses, telephone numbers, billing and account information, and other, more technical information that can be linked to you, your device, or the behavior of either, that we process while providing our services.

“Services” refer to any services or products that are manufactured or distributed by F‑Secure, including software, web solutions, tools, and related support services.

“Website” refers to the f-secure.com website or any other website that F‑Secure hosts or controls, including subsites and browser-based service portals.


This version of the policy clarifies, updates, and replaces the previous version. To continue keeping this document up to date, we will make changes and additions to this from time to time also in the future.

We will publish the changed policy document on our website or at another interaction point where it has previously been made available. If the changes are significant, we may also notify you by other means. Any changes will apply starting from the date that we publish the revised policy document.