Microsoft 365 Terms of Service

The Microsoft 365 service at University of Victoria is provided in support of learning, teaching, and administration. The following agreement ("Agreement") describes the terms on which you may access and use Microsoft 365 ("Service").

The following features are available in this Service:

  • Discuss, share documents, and collaborate with users who are part of the same team(s)
  • Send and receive instant messages and files with any university user through chat
  • Send and receive audio or video calls from any university user
  • Attend virtual meetings containing audio, video, and screen sharing visible to all meeting participants
  • Share, comment, and collaborate on files shared with or received from other users
  • Automated emails from the Service informing you of relevant activity, posts, or requests requiring your attention

As new features are included in the Microsoft 365 service, the service definition will be updated.

We reserve the right to modify this Agreement at any time, and without prior notice, by posting amended terms for acceptance on this site. Your continued use of the Service indicates your acceptance of the amended Terms of Service.

Information Disclosure

By enrolling in the University of Victoria as a student, entering employment with the University of Victoria, or by using the Service, you agree to make your information available to UVic service administrators who are located in Canada and Microsoft service administrators who are located worldwide for the purpose of support and system administration. You should not add or share personal or private information about yourself that you do not wish others to see. Any personal information that you publish about others must already be publicly available, presented by the third party in context, or you must have written consent from the individual prior to publishing it.

Your first name, last name, NetLink ID, email address, IP address, location, device information and class and group enrollment will be stored outside Canada, on servers operated by Microsoft. Microsoft employees and subcontractors will have access to this information for the purposes of operating the service. Complete information on Microsoft’s use, protection, and access to personal data can be found on their website:

University Policy

Use of the Service is subject to University of Victoria policies including:

IM7200 - Acceptable Use of Electronic Information Resources Policy

IM7800 - Information Security Policy

GV0235 – Protection of Privacy Policy


The Service is available via single sign-on only to current students, faculty, and staff at the University of Victoria with a primary NetLink ID. Upon leaving the University, you will lose access to the products associated with your Microsoft 365 account. This service is available to users as a result of the University of Victoria’s participation in the BCNET licensing agreement with Microsoft. If the university terminates this participation or if BCNET terminates this licensing agreement, this service will no longer be available to users.


Support for the Service is provided by University Systems. Requests for University Systems support can be made through the Computer Help Desk. Microsoft provides support for product feature and capability questions and provides online tutorials and how-to documents. Microsoft training and support information for Microsoft 365 can be found at:

University Systems provides support for access to and authentication with this Service. In using this service, you consent to receive all communications including notices, announcements, feedback, support or other information from University Systems. University Systems may provide all such communications by email or by posting them as a notice on the University Systems site.


The Service is provided by Microsoft and use of the Service at the University of Victoria is subject to the Services Agreement, Terms of Service, and Privacy Policy of the vendor. These documents may change without notice from the University of Victoria or Microsoft. These Terms of Service are subject to change at any time without prior notice. All users must agree to any amendments to the Terms of Service to continue use of this service.


This service is operated by Microsoft. Access to this site may be suspended temporarily and without notice in circumstances of system failure, maintenance or repair or for reasons beyond the control of the University of Victoria. The Service pages may contain links to other websites outside the control of the University of Victoria; the University of Victoria is not responsible for the content of these sites. The University of Victoria provides no guarantee on the availability of content linked within the Service. References and links to any website must not be taken as an endorsement by the University of Victoria. Content posted within the Service must not be taken as an endorsement by the University of Victoria.