Effective date: October 1, 2026
This notice explains how The Bayard Project ("we," "us," or "our") handles information when you use one of our shared workspaces as a guest. That includes collaborator sites and any other files or spaces we share with you through Microsoft 365. It covers what we collect, why, who can see it, and how long we keep it.
Our workspaces are private spaces for organizations that work with The Bayard Project. We collect only what we need to give you secure access and to do our work together. We do not collect information for marketing, and we never sell it.
When This Notice Applies
You become a guest in our Microsoft 365 environment when we invite you to a workspace, for example your organization's collaborator site. The first time you sign in, Microsoft shows a screen saying The Bayard Project will "receive your profile data" and "collect and log your activity." This notice explains what that means in practice.
Information We Collect
- Your guest account. Your name and email address, which we use to create your invitation, and the role we assign you in the workspace (for example Finance or Executive). If you sign in with your organization's own Microsoft account, Microsoft shares your basic profile, such as your name and email address, with us.
- Sign-in and activity records. Like any Microsoft 365 organization, our environment automatically records when and how you sign in (date and time, IP address, browser and device type, and whether the sign-in succeeded) and the actions you take on files, such as opening, uploading, editing, sharing, or deleting them.
- Files and content you share. Documents you upload or edit in a workspace are stored in our Microsoft 365 environment.
We do not use advertising trackers, social media pixels, or third-party analytics tools in our workspaces.
How We Use Information
We use this information only to:
- Give you access to the right workspace and the right areas within it
- Support the work our organizations do together
- Keep our environment secure, including detecting and investigating suspicious sign-ins or misuse
- Meet our record-keeping, audit, and compliance obligations
We do not use your information to profile you, and we do not sell, rent, or share it with anyone for their own marketing or commercial use.
Who Can See Your Information
- Within your workspace. People from your own organization who have access to the same areas, and The Bayard Project staff whose role requires it, such as our leadership, our Movement Collaboration team, and the staff who support the function concerned. Access is granted by role, not individually.
- Our technology team. Our technology staff can see account and activity records in order to operate and secure the environment.
- Microsoft. Microsoft hosts our Microsoft 365 environment as our service provider, under its own privacy and security commitments. Microsoft's privacy statement is available at privacy.microsoft.com.
We may disclose information if we are required to by law.
How Long We Keep Information
- Your guest account stays active while you need access. When your access ends, we disable the account right away and delete it after 30 days.
- Sign-in and activity records are kept by Microsoft for a limited period under our subscription (currently up to 180 days for audit records), then deleted automatically.
- Workspace files are kept while our organizations work together. When the collaboration ends, we set the workspace to read-only and handle its contents under our agreement with your organization, returning, archiving, or deleting them, after which the workspace is deleted.
Security
Workspaces are private. You can see only the areas your role gives you access to, and content cannot be shared outside the people we have invited. Microsoft encrypts data in storage and in transit. We may ask for additional verification when you sign in, such as a one-time code.
Your Choices and Rights
You can ask us what information we hold about you, ask us to correct it, or ask us to remove your access. Some records, such as security logs and files your organization has shared with us, may need to be kept under our agreement with your organization or under the law. You can also review the organizations you have accepted at myaccount.microsoft.com/organizations.
Children's Privacy
Our workspaces are intended for organizational staff and partners. They are not directed at children under 13, and we do not knowingly collect information from children.
Changes to This Notice
If we make material changes to this notice, we will update the effective date at the top of this page and, where appropriate, let workspace contacts know.
Contact
If you have questions about this notice or how The Bayard Project handles information, please contact us at privacy@bayardworks.org. For help signing in or using a workspace, contact our Tech team at tech@bayardworks.org.