VMware Workspace ONE® Unified Endpoint Management™ Privacy Disclosure

Effective Date: November 2018


PART I: INTRODUCTION

This Privacy Disclosure covers VMware's unified endpoint management software, Workspace ONE® Unified Endpoint Management™ (UEM) powered by AirWatch®, including the related VMware mobile applications (collectively, the "Software"). The purpose of this Privacy Disclosure is to inform customers who purchase the Software to perform unified endpoint management ("Customers") and those individuals whose devices are being managed by the Software ("Users") regarding the types of information collected by the Software about Users and their devices.

 

Users should be aware that the data collected by the Software depends on how the Customer configures the Software. Users should review the Customer's privacy policies or notice. Additionally, VMware and its service providers may collect data when the Software is used, as well as Customer relationship data. VMware uses this data in accordance with VMware's Privacy Notice and VMware's Terms of Service. The Customer is responsible for providing any necessary notices to its Users, and obtaining any legally required authorizations or consents from Users regarding use of the Software.

 

This Privacy Disclosure may be updated from time to time as new features and functionality are added. We encourage Customers and Users to periodically review this page.

PART II: OVERVIEW OF THE SOFTWARE

The Software enables Customers to protect the confidentiality, security and integrity of Customer systems and information that are accessed by Users from corporate-owned and User-owned devices. The Software provides the Customer with controls which enable the Customer to manage the access and security of its User's devices. The Software consists of a Customer-specific console, which enables the Customer to manage its Users' devices ("Console") and software that is installed on a User's device, which (i) facilitates communication between the User's device and the Console, and (ii) provides the User with various productivity applications (i.e. an email client, a web browser, etc.). The specific features available to a Customer or a Customer's Users will depend on the specific version/bundle purchased, how the Customer configures the Software, and which devices/platforms (i.e., iOS, Android, Windows, etc.) and mobile applications are used by the Users. The Console may be hosted by the Customer in its own IT environment ("On-Prem") or may be hosted by VMware ("Hosted Service").

PART III: CONSOLE CONTROLS

The Console provides Customers with controls to assist them in complying with their legal obligations and internal compliance programs and requirements. The specific features available to a Customer or a Customer's Users will depend on the specific version/bundle purchased, how the Customer configures the Software, and which devices/platforms (i.e., iOS, Android, Windows, etc.) and mobile applications are used by the Users. For example, the Customer can set password complexity, password expiration, and the timing for screen lockouts through the Console for the User's device. Customer can also choose to enable different settings for corporate-owned devices and User-owned devices. Some of the other options available to Customers are outlined below:

  • Infrastructure: The Customer chooses whether to host the Console On-Prem or whether to have the Console hosted by VMware through the Hosted Service. If a Customer wants to maintain greater control over the environment hosting the Console, including the security thereof, the Customer can choose to host the Console On-Prem rather than having the Console hosted by VMware. The collected data is available to the Customer via the Console. If the Customer has chosen the Hosted Service, then VMware will also have access to the data collected through the Console; however, VMware only uses that data as stated in VMware's Terms of Service.

  • Data Collection: Using the Console, the Customer has the ability to control the types of information they collect about Users' devices. Additionally, the Console gives the Customer the ability to have different data collection practices for corporate-dedicated, corporate-shared, and User-owned devices. For example, through the Console, the Customer can enable or disable the collection of the following data:
    • GPS Data
    • Carrier/Country Code
    • Roaming Status
    • Cellular Usage Data
    • Call Usage
    • SMS Usage
    • Device Phone Number
    • Personal Applications
    • Unmanaged Profiles
    • Public IP Address
  • Device Commands: Using the Console, the Customer can elect to allow/prevent certain commands and can decide whether the execution of a command requires the User's permission:
    • Device Wipe
    • Clear Device Passcode/Lock Device
    • File Manager Access
    • Remote Control
    • Registry Manager
    • Request Device Log
  • Display of User Data: The Console also contains settings that enable the Customer to decide what User data should be visible to its IT administrators via the Console. For example, the Customer can decide whether the following User data is visible to its IT administrators in the Console:
    • First Name
    • Last Name
    • Phone Number
    • Email Accounts
    • User Name

VMware is constantly updating and improving the Software to include new features and functionality. It is the responsibility of the Customer to ensure it uses the Software in accordance with its internal policies and legal requirements, including providing any required notice to Users and obtaining any required consents.

PART IV: COLLECTION OF USER AND DEVICE DATA THROUGH THE SOFTWARE

User data that may be collected by the Software varies depending on the specific version/bundle purchased by the Customer, how the Customer configures the Software, and which devices/platforms (i.e., iOS, Android, Windows, etc.) and mobile applications are used by the Users. Examples of the data that may be collected by the Software are provided below.

  • General User and Device Data Collected by Software

    In connection with its core enterprise mobility management functions, the Software collects user and device data such as the following:
    Identity and Authentication Information

    • Identity details (including name, email address, phone number, etc.)
    • Login credentials and security authentication data (including certificates, domain information, login and logout dates and times, usernames, enrollment IDs, etc.)

    Employment Information

    • Employer, job title, work address, employee number
    • Information maintained in the Customer's Active Directory

    Device Information

    • Device type, name, make, model, manufacturer, and device identifiers such as universal unique identifier ("UUID"), International Mobile Station Equipment Identity ("IMEI"), mobile equipment identifier ("MEID"), serial number, International Mobile Subscriber Identity ("IMSI") number, Internet Protocol ("IP") address and Media Access Control ("MAC") address
    • Last seen information (i.e., when the device last connected to the Console), log data
    • Information about the device's operating system (including operating system build, version, firmware/kernel versions, etc.)
    • Battery capacity and availability, memory capacity and availability, storage capacity and availability
    • Installed profiles on the device, including configuration data of Users' devices and compliance status concerning requirements defined by the Customer in its Console settings
    • Information about the device's file manager and registry manager (Android/Windows devices)

    The Software also may collect user and device data in connection with the following:


    Data about Customer-Managed Applications: "Customer-Managed Applications" are Customer approved applications that are either pushed to User devices by the Customer or made available for download through the AirWatch Agent®, Workspace ONE App Catalog™, Workspace ONE Intelligent Hub™, or Customer application catalogues. These mobile applications may be public applications or internally-created applications. Information collected in connection with Customer-Managed Applications may include:

    • Names and details of Customer-Managed Applications installed on the device, such as application name, version number, file size, configuration settings, installation progress status, app failure error codes, etc.
    • Technical data generated from the use of Customer-Managed Applications, such as launch activities, clickstream data, crash reports and log files, which may contain personal data about the User.

    Data about Personal Applications: "Personal Applications" are the applications Users purchase or download from a public app store (e.g. the Apple App Store, the Google Play Store) to their devices. They are not automatically pushed to the User's devices by Customer and are not managed via the Software. Depending on how the Customer has configured the Software, the Software may collect limited details about Personal Applications to assist the Customer in knowing/verifying that its Users do not download Personal Applications which may pose a security threat. The Software does not collect or have access to any data inside any Personal Applications. The information collected about Personal Applications may include:

    • Name, version, identifier, and total size of Personal Applications installed on the device

    File Manager Access: File manager access is functionality that allows read only access to a device's internal and external storage. Certain mobile applications (such as Workspace ONE Content™, formerly known as Content Locker) may request file manager access from a User so that data may be synced between the User's device and the Customer's systems, files could be attached to emails that the User wants to send, etc. When enabled, the Software may collect the contents of the device storage, including the SD card and locally stored files.


    Telecom and Network Information: The Software may collect certain telecom data, such as carrier information, roaming status, and networks being used. This information helps the Customer know how the device is connected, to communicate with the device, and to enforce any restrictions implemented by Customer in its use of the Software, such as preventing large applications from automatically being pushed to a device that is roaming. Depending on how the Customer has configured the Software, this telecom and network information may include the following:

    • Carrier information (including carrier settings versions, phone number, signal strength, roaming status, current and subscriber mobile country code and country location, current and subscriber mobile network code, SIM Carrier Network information, etc.)
    • Information about the device's cellular technology (such as its Global System for Mobile Communications Standard ("GSM") and Code Division Multiple Access ("CDMA"))
    • SSID, Internet Protocol ("IP") and Media Access Control ("MAC") addresses for the Wi-Fi network being used
    • Amount of data used by the network connections, cellular data usage, and aggregated information about Wi-Fi bandwidth consumption (excluding content)

    Communication Data: The Customer may configure the Software to collect usage information, such as the number of calls and text messages sent or received. This information may assist the Customer in managing SMS limits on the Customer's cellular plan. The Software does not collect or have access to the contents of text messages, phone calls, or personal email accounts. Depending on how the Customer has configured the Software, this communications data may include:

    • The amount of data used, the number of SMS sent or received, phone call usage statistics (number of calls sent or received, duration of calls), broken down on an enrolled device phone number basis
    • Name of sender, name of recipient, date, time

    Geo-location Data: Depending on how the Customer has configured the Software, the Software may collect geo-location data. By default, the Software does not collect geo-location data. The Software enables the Customer to collect geo-location data as it may enable a Customer to locate lost devices or to distribute functionality and content based on certain geo-fenced locations. Depending on the operating system and platform of the device, the User may be presented with an operating system notice, asking for the User's consent to collect geo-location data. The User can change their selection by going into their device settings and revoking the geo-location permission.


    Data via Remote Access: The Customer can use the Software to establish remote control access, which allows a Customer's IT administrators to assist in troubleshooting a User's device issue by remotely taking control of the device. A remote-control application must be installed on the device and, depending on platform and configuration, remote control may need to be approved by the User at the time when remote control is to be taken. This functionality enables the Customer to remotely access or control the device, including the use of remote locks, screen capture, remote device reboots or remote restart (for the device or applications).

  • Additional Data for Specialized VMware Mobile App Functionality
    VMware provides various mobile applications in connection with the Software ("VMware Mobile Apps"). Some of these VMware Mobile Apps collect or share additional data in order to support their specialized functionality. For example, VMware Mobile Apps that provide VPN or internet browsing functionality (such as Boxer and Web) collect the URLs visited through those VMware Mobile Apps. The data collected and shared will vary depending on the functionality provided by the mobile application, as detailed further in the product documentation. Below are some examples of this additional data collected by specific VMware Mobile Apps:
    • Workspace ONE Boxer™. Workspace ONE Boxer provides access to enterprise email, calendar and contacts. Boxer does not host the email or calendar content; instead, Boxer provides direct communication between the Customer's backend email system and the User's device. To operate, Boxer collects certain email header information (such as sender/recipient name, date, time, subject line, etc.) If configured to do so, Boxer has access to User device calendars to overlay the User's corporate calendar and access to User device contacts to display them in Boxer as well as to write corporate contacts to the device contact app for call identification purposes. The User can enable/disable this functionality via the operating system settings.

    • Workspace ONE Web™. Workspace ONE Web provides Users with secure VPN access to internet and intranet sites. It may also provide single sign-on capabilities allowing Users with access to the Customer designated web sites and web apps without the need to enter credentials. Web enables direct communication between Web on the User's device and Customer's backend systems. To operate, Web collects certain additional information such as the browser information and browsing history on the User's device. Web records the URLs of websites and web pages viewed using Web but Webdoes not give VMware access to the content viewed using Web. (For clarity, the Software may have access to that content to the extent the Customer maintains the content in hosted VMware services.)

    • Workspace ONE Content™. Workspace ONE Content allows Customer content to be uploaded, stored, edited, shared and accessed from a User's device. The content is stored in a corporate container on the User's device or in a managed server-side repository, which the Customer may host using the Software (either On Prem or in the Hosted Service, depending on the Customer's deployment) or which the Customer may maintain in third-party services. The Content mobile app allows the User to securely access, distribute and collaborate on content from their device. The Customer may configure Content to allow or limit access to certain content. If Content is used, the Software will have access to data such as the date and times when files are accessed and shared, file size, file names, a history of User actions inside the Content, and details regarding with whom the User interacts through Content. Content has a geo-fencing feature that allows the Customer's IT administrators to place geo-fencing restrictions on access to content stored in Content. The geo-fencing feature does not transmit the User's geo-location data to the Console; instead, the Content mobile application uses the geo-location data locally on the device to perform the geo-fencing.

    • Workspace ONE People™. The Workspace ONE People application gives Users access to organizational and user information maintained by the Customer such as organizational charts, office locations, management hierarchies, employee directory photos, and contact information. The level of profile details is configurable by the Customer.

    • OEM Supplements to Agent App: For certain Customers, VMware operates customized OEM (Original Equipment Manufacturer referring to the hardware or platform manufacturer) mobile applications that accompany its standard AirWatch Agent mobile app, or Workspace ONE Intelligent Hub, used for mobile device management. These OEM mobile applications may offer additional functionality and collect additional data points based on the Customer's and/or device's specifications. For example, this may include information about carrier codes, battery health, and other data related to the Customer's device or product specifications.
  • Software Development Kit (SDK) The Workspace ONE Software Development Kit ("Workspace ONE SDK") is a code library that mobile app developers can use to build security, configurations and management capabilities into their own, non-VMware mobile applications. Apps that use the Workspace ONE SDK collect and transmit certain data back to VMware, such as identity and authentication information and device information as described above, as well as crash reporting data and analytics data as described below. When an app uses the Workspace ONE SDK to provide tunneling functionality, the app also transmits to VMware's systems the URLs of the sites accessed using that tunneling functionality. Developers of third-party apps that use the Workspace ONE SDK also may configure the Workspace ONE SDK to collect other custom data points as they determine in their discretion. This Privacy Disclosure describes only VMware's collection of user data from the Workspace ONE SDK; it does not address the practices of third-party developers that may incorporate the Workspace ONE SDK into their non-VMware mobile apps.

  • Crash Reporting The Software can collect crash reports, including those from the VMware Mobile Apps ("Crash Reports"). A Customer IT administrator can disable the collection of Crash Reports via the Console settings. Crash Reports may contain User data, such as IP/MAC address, device Information (including unique identifiers, device type, carrier, operating system, model, system, etc.), and geo-location information. Crash Reports are provided to the Customer via the Software to enable the Customer to troubleshoot User issues. VMware may also use Crash Reports to improve our products and services and troubleshoot and provide support to our Customers.

  • Analytics Data VMware collects certain configuration, performance, usage and other analytics data from our Customers and our Customer's Users for a variety of purposes including to improve our products and services, fix problems, help us understand better how our Customers use our products and services, and advise our Customers on how best to deploy and use our products and services. There are several different data collection programs that a Customer/User may participate in when using the Workspace ONE branded products and services. Please see the Workspace ONE Trust and Assurance page for more information.

  • Operational Data VMware may monitor and collect configuration, performance, usage, and consumption data relating to Customer's and its Users' use of the Software to facilitate the delivery of the service (collectively, "Operational Data") as described in the VMware Privacy Notice.
PART V: DEVICE WIPING

The Software allows for two different types of device wiping:

  • Enterprise Wipe – An Enterprise Wipe deletes all Customer-Managed Applications and any information stored in the Customer-Managed Applications. Enterprise Wipes will not remove Personal Applications or photos, videos, text messages, or personal email stored in Personal Applications.

  • Full Device Wipe – A Full Device Wipe is a complete full factory reset. Full Device Wipes will remove all data and applications from the device.

The Customer's IT administrator may select which device wiping feature is enabled and can perform these wipes from the Console, either manually or via an automated compliance action. The ability to perform a Full Device Wipe for a device cannot be turned on for a particular device after enrollment, meaning if the setting is off when the User enrolls the device, the Customer cannot perform a Full Device Wipe on a User's device even if the Customer enables the Full Device Wipe setting in the Console. Depending on the Customer's configuration, Users may be able to choose to perform an Enterprise Wipe on their devices from the self-service portal.

PART VI: USER TRANSPARENCY

As part of the device enrollment process, the Software pushes a privacy dialog to the User's mobile device, which enables the User to review a summary of the settings enabled for the Software on their device. In some cases, the User may also have the ability to control the enablement of certain features of the Software, via the self-service portal and/or their device settings. Most VMware Mobile Apps made available by VMware have a privacy dialog that includes (i) an overview of the data collected by the mobile application, (ii) the permissions that the mobile application will request, and (iii) an option to send analytics data to VMware (unless the Customer has disabled the sending of analytics data for all Users). The Software also provides functionality that Customers can use through the Console to provide Users with a link to their privacy notice via the privacy dialog.

The portions of the Software that allow devices to be monitored by the Console run in the background of the devices, and may not provide additional notice when these functions are occurring in real time.

PART VII: DATA SUBJECT ACCESS REQUESTS

VMware has no direct relationship with the Users whose data it processes in connection with providing the Software and any related services. A User who seeks access, or who seeks to correct, amend, or delete inaccurate data should direct their query to the Customer. If the Customer requests VMware to modify or remove the data, we will respond to the Customer’s request in accordance with our agreement with the applicable Customer or as may otherwise be required by applicable law.

PART VIII: HOW TO CONTACT US

If you have any questions or concerns regarding this Privacy Disclosure, you may write to us at privacy@vmware.com or by mail to: Office of the General Counsel of VMware, Inc., 3401 Hillview Ave, Palo Alto, California, 94304, USA.