1. INTRODUCTION. This Privacy Policy describes how the JAKMAN® SharePoint application (“the Application”)
processes information when deployed within your organisation’s Microsoft 365 SharePoint tenant. JAKMAN® is designed to operate
entirely inside your SharePoint Online environment, ensuring that your organisation retains full ownership and
control over all operational data. This Policy applies to all users who access the Application, including employees,
contractors, administrators, and auditors.
2. DATA PROCESSED BY THE APPLICATION. JAKMAN® processes only the information required to deliver the ISO
Management System functionality within your SharePoint tenant. The Application does not collect or transmit
organisational content, documents, or user data to external parties.
2.1 User‑Generated Content. Policies, procedures, registers, forms, records, and other ISO‑related
documentation created or uploaded by users remain stored exclusively within your organisation’s SharePoint Online
environment.
2.2 Authentication and Identity. JAKMAN relies on Microsoft Entra ID (Azure AD) for authentication and
authorisation. The Application does not store passwords, tokens, or identity credentials.
2.3 Metadata. SharePoint Online automatically logs access, version history, and modification details. JAKMAN® uses these native features for traceability and audit readiness. No additional behavioural or usage analytics are
collected.
3. LICENSING SERVICE DATA PROCESSING. To verify authorised use of the Application, JAKMAN® uses a secure
licensing service hosted in Microsoft Azure (Azure Functions or equivalent). This service stores a minimal set of
non‑personal technical data.
3.1 Licensing Data Stored. The licensing service stores the following information:
a. License Key – Unique identifier issued to the customer.
b. Expiry Date – The license term end date.
c. Customer Site URL – The SharePoint site where the Application is installed.
d. Last Install Date – Date and time of the most recent installation or re‑installation.
e. Installed By (User Name) – The display name of the user who performed the installation.
No email addresses, login names, user IDs, or sensitive personal identifiers are stored.
3.2 Purpose of Licensing Data. Licensing data is used solely to:
a. Validate authorised use of the Application
b. Confirm license status and expiry
c. Ensure installation occurs within the correct SharePoint site
d. Provide minimal audit traceability
e. Support operational diagnostics
The licensing service does not use this data for analytics, profiling, marketing, or monitoring user
behaviour.
3.3 Licensing Validation Process. When the Application loads, it sends:
a. The user‑entered license key
b. The current SharePoint site URL
The licensing service compares these values with the stored license record. If valid, the Application loads
normally. If invalid or expired, access may be restricted.
3.4 Storage and Security. Licensing data is stored in Microsoft Azure and protected by:
a. Encryption at rest and in transit
b. Role‑based access control
c. Secure serverless architecture
d. Azure Key Vault for secrets
e. Restricted operational access
No organisational documents or user content are transmitted to the licensing service.
3.5 Retention. Licensing and installation metadata are retained for the duration of the customer’s
license period. Expired or terminated licenses may be archived or deleted according to operational requirements.
3.6 No Third‑Party Sharing. Licensing data is not shared with third parties and is used exclusively for
entitlement validation.
4. COOKIES AND SIMILAR TECHNOLOGIES. JAKMAN® does not deploy its own cookies, tracking scripts, analytics
tools, or advertising technologies. Any cookies encountered while using the Application originate from Microsoft
365 and SharePoint Online.
4.1 Types of Cookies Used (Microsoft 365). Users may encounter the following categories of Microsoft
cookies:
a. Strictly Necessary Cookies. Required for authentication, security, and core SharePoint
functionality.
b. Functional Cookies. Support navigation, preferences, and user experience within
SharePoint.
c. Performance Cookies. Used by Microsoft to improve service reliability.
JAKMAN does not access or analyse these cookies.
No advertising or third‑party cookies are introduced by JAKMAN®.
4.2 Cookie Management. Cookie preferences may be managed through:
a. Browser settings
b. Microsoft 365 privacy controls
c. Organisational policies governing Microsoft cloud services
Disabling certain cookies may affect access to SharePoint Online and therefore impact Application
functionality.
5. DATA SECURITY. All data processed by JAKMAN® is stored within your organisation’s
Microsoft 365 tenant and protected by Microsoft’s enterprise‑grade security controls, including:
a. Encryption at rest and in transit
b. Role‑based access control
c. SharePoint permissions and site governance
d. Versioning, retention, and audit logs
e. Optional DLP and sensitivity labels
Your organisation retains full administrative control over all data stored in the Application.
6. DATA SHARING. JAKMAN® does not share data with external parties. Any sharing of
information occurs only through your organisation’s SharePoint permissions, workflows, or manual
user actions.
7. DATA RETENTION. Retention of organisational content is governed by your organisation’s
SharePoint and Microsoft 365 policies. JAKMAN does not impose additional retention rules.
8. USER RIGHTS. User rights (access, correction, deletion, export) are managed by your
organisation’s administrators according to internal policy and applicable privacy laws. JAKMAN® does
not process personal data beyond the installer’s display name.
9. COMPLIANCE. JAKMAN® supports compliance with ISO management system standards, including:
a. ISO 9001:2015 Quality Management Systems
b. ISO 14001:2015 Environmental Management Systems
c. ISO 45001:2018 Occupational Health and Safety Management Systems
d. and other systems in the future
Compliance responsibility remains with the organisation deploying the Application.
