GDPR Takes Effect in May 2018 — Is Your Nonprofit Ready?

Tue, 24/04/2018 - 11:05 - Anonymous

A new data privacy law may affect your nonprofit: what to do about it

What is GDPR? The General Data Protection Regulation is Europe's new privacy law.

It raises the bar for the protection of personal data, which is any data that can be linked to an individual.

What does this mean to the average person or organization in simple terms? The GDPR imposes new rules on companies, government agencies, nonprofits, and other organizations. It imposes those rules, regardless of location, on organizations that offer goods and services to people in the European Union (EU) or that collect and analyze data tied to EU residents.

The average person will have more explicit rights under GDPR to know who stores, processes, and has access to their personal data. Under GDPR, EU residents can request access to, rectification of, and deletion of their data.

Organizations need to review their data governance practices, get rid of legacy systems that store unnecessary data, and delete data not collected as prescribed under the new GDPR rules. They also need to document appropriate technical and organizational measures and work only with reliable vendors or face high financial and reputational risks.

How will GDPR impact my organization based in the U.S.? Many organizations in the U.S. do not operate or have business in the EU or process information of individuals in the EU. For them, the GDPR will not have an immediate impact. However, many other countries around the world are looking at the GDPR to be a basis for their own privacy laws and regulations. Microsoft believes compliance with the GDPR standard can be a best practice in data management of personal information.

Why did the EU put GDPR into place? In Europe, privacy is a fundamental right, and the EU is dedicated to protecting it. The EU's operational philosophy is built on the concept that personal data belongs to the individual. This is different than how the United States operates, where information collected on an individual is seen as the property of the organization that collects it.

Data breaches have become part of our everyday life. And Europe wants to lead the way internationally to require companies to be more principled and transparent around data use and invest in security and data protection. Any company or agency collecting or utilizing personal information may do so only if they have a lawful basis to process the information.

Will other countries follow the EU and put similar regulations in place? The GDPR applies to anyone who provides goods or services to residents in Europe. Other countries are considering similar laws with some variations, as some countries consider GDPR overly prescriptive.

Who will monitor GDPR compliance? The Data Protection Authorities in the member states, as well as the European Data Protection Board, will monitor GDPR compliance.

When does GDPR take effect? It takes effect May 25, 2018. It has been made clear that there will be no enforcement grace period, as companies received two years' notice to prepare for the new regulations.

What are the main requirements of GDPR? The GDPR requires enhanced security, data protection, appropriate technical and organizational measures, transparency, record keeping, accountability, and supporting data subject requests. It also requires a 72-hour personal data breach notification by data controllers to the authorities. Responsibility for data protection will be shared within organizations and with vendors, establishing a shared responsibility model.

Organizations must know what and how personal information is collected and processed in their internal systems. Conforming to this rule will require executive awareness of how information collection and processing takes place and cannot be considered an IT or legal issue alone. Internal awareness and training will be key.

How do I know if GDPR applies to my organization? What are risks to my organization if it doesn't comply? GDPR applies to any organization that operates within the borders of the European Union or processes the personal data of any person in the European Union. Failure to comply will expose the organization to legal and financial penalties from privacy regulators in the EU plus legal claims from individuals.

Can Microsoft help us meet the requirements of GDPR? The final responsibility for GDPR compliance lies with the organization. It's up to nonprofits to determine what data will be collected, how it will be used, and who the people in the organization are who are responsible. It's also up to nonprofits to figure out how individuals can request their personal information and request rectification and deletion.

However, Microsoft does provide a suite of tools to assist with meeting requirements. Our Azure cloud infrastructure has been designed with GDPR in mind and has the systems in place to assist in GDPR compliance. Our Office 365 E3 and E5 licenses allow for ease of data tagging and automatic identification of sensitive information even if the user does not know it to be. Finally, we have launched a GDPR compliance dashboard that can be used by organizations to monitor their own compliance.

You can also visit the GDPR web page on our new Microsoft Trust Center website to learn more about how the features and functionality of AzureDynamics 365Enterprise Mobility + SecurityOffice 365, and Windows 10 will enable you to meet the GDPR's requirements.

What next steps I should take? Start by reviewing our Nonprofit Guidelines for Cybersecurity and Privacy white paper. From there, decide internally who will be responsible to assure compliance and the steps needed. GDPR compliance will not happen overnight with a final endpoint; it's a continuous journey.

Additional Resources on GDPR for Nonprofits

About the Authors

 As the Microsoft Philanthropies humanitarian response manager, Cameron has the responsibility for coordinating across the company the provision of resources to external agencies providing humanitarian relief during sudden onset humanitarian disasters. As with others on the team, he also has a portfolio of other engagement areas with nonprofits to include awareness on data privacy and cybersecurity issues.






Andrea Simandi was appointed to the role of European data protection attorney for Microsoft in February 2017. As part of Microsoft's European commercial legal team, she supports the company's enterprise customers in complying with the requirements of the General Data Protection Regulation and accelerating their digital transformation. 





This work is published under a Creative Commons Attribution-NonCommercial-NoDerivs 4.0 International License. 

tags:  Microsoft

Important Program Changes as of April 3, 2018

Thu, 29/03/2018 - 14:10 - Anonymous

Important Program Changes as of April 3, 2018

Microsoft has updated the product offerings and rules for participating in this program. This change allows Microsoft and NASSCOM Foundation to continue to provide nonprofits with the technology they need to achieve their missions.

What Has Changed?

·      Certain on-premises software products from Microsoft are no longer available through NASSCOM Foundation as donated products. However, these products will soon be available through NASSCOM Foundation as discounted products for eligible nonprofits and libraries.

·      Eligible organizations are no longer limited to requesting donated products from a maximum of 10 title groups during their two-year cycle. Instead, organizations can simply request up to 50 or 25 of each donated product and up to 5 donated server products that don't use core-based licensing per two-year cycle.

What Hasn't Changed?

·      The most popular on-premises software products from Microsoft are still available as donated products to eligible nonprofits and libraries.

·      Request limits for donated products will still be reset every two years.

·      All other program rules, eligibility, and restrictions have remained the same.

For more information, see the Microsoft Software Donation Program – Eligibility, Allotments, and Returns page.

The Microsoft Software Donation Program at NASSCOM Foundation provides a wide variety of software to nonprofits, charities, and public libraries throughout India.

The program is one of NASSCOM Foundation most popular resources. You can choose from hundreds of professional and enterprise Microsoft products for your organization.

Which Versions of Microsoft Software Are Available?

The names of products in the Microsoft program don't include version numbers. When you receive a product, you can choose to download the current version of the software or the previous version. You can find out which version is the current one on the Current Versions of Microsoft Products page. In addition, you can download the software in any language that's available.

Eligibility and Restrictions

Consult the eligibility and restrictions page to review your organization's eligibility to participate in this program.

Microsoft provides nonprofits and libraries with a maximum allotment of product donations that can be requested per two-year cycle.

For detailed explanations of the quantity of products you can request, special rules for public libraries, and specific procedures to follow for returns, see the Microsoft Software Donation Program – Eligibility, Allotments, and Returns page.


tags:  Microsoft

Office 2016 is here!

Thu, 01/10/2015 - 09:54 - Anonymous

What's New in Office for Windows

Simplified sharing: Quickly and easily invite others to review or edit your document using the new Share button located on the Ribbon in Word, PowerPoint, or Excel doc.  With better integration in Office 2016, you can get more information and have more interactivity while working within documents.  Integration with Skype for Business incorporates instant messaging or live calls.


Real-time typing in Word: You can see where others are working and what they are typing as they type it in the Word desktop application. Just save a document to OneDrive for Business and invite your colleagues to join you in a simultaneous authoring session.



 Data analysis in Excel: New analysis capabilities are built into Excel, including one-click forecasting, so you can pull, map, analyze and visualize your data faster.



 Insights: Powered by Bing, this feature brings you contextual information from the web right into your Office experience when using Word, Excel, Outlook, or PowerPoint


 Data loss protection: IT admins can centrally create, manage, and enforce policies for content authoring and document sharing in Word, Excel, and PowerPoint. End users will see policy tips or sharing restrictions when the apps detect a potential policy violation.


Office 2003 Standard (Swedish)

Office 2003 Standard (Swedish)

Are You Ready for Microsoft Office 365 for Nonprofits?

BigTech Software Donations
Written on: 
September 11, 2013

Find out if your organization can benefit from moving to Office in the cloud  

Is your staff spread across several locations? Do you have a limited budget for IT support like installations and upgrades? Are your staff and volunteers requesting to work from personal devices, such as their smartphones or tablets? Your nonprofit or charity might be ready to migrate to the cloud. But you might also have some trepidation about going completely online, especially if you're working with sensitive information. Microsoft Office 365 for Nonprofits allows you to have both: the full capabilities and secure environment of installed software with the collaborative, anywhere availability of the cloud.

Eligible nonprofits and charities can now receive donated and newly discounted versions of Office 365 tailored especially toward nonprofits. And because nonprofits come in different sizes and have diverse technology needs, there are four plans to choose from. 

Benefits of Office 365

Office 365 deepens the word processing, data analysis, communication, and productivity features of Office that your staff is already familiar with. Here are some of its key benefits: 

• Office Web Apps. You're on your way home from the office and realize that you forgot to update an important document. What do you do? With Office Web Apps, you can open, view, and edit documents right from your browser (Internet Explorer, Chrome, Firefox, or Safari) on your home computer. Your staff can use Office Web Apps on their own devices, giving them the flexibility to work wherever and whenever they need to.

 Hosted email. With Microsoft Exchange Online, you can access your email, shared calendars, and contacts from your PC, Mac, smartphone, or tablet without having to set up a VPN or remote access to your office. Office 365 provides each user with 25 GB of mailbox storage with attachments of up to 25 MB each.

• Document sharing. Easily share documents with your colleagues with SharePoint Online, which is like an online document repository in the cloud. You can even edit documents simultaneously with others, saving you precious time.

• High-definition collaboration. Microsoft Lync Online is an all-in-one tool for video calls, web conferencing, instant messaging, and voice calls. With high-definition (HD) video conferencing, you can meet and collaborate with out-of-office staff and volunteers. Lync Online includes a real-time note-taking feature so you can keep track of ideas and notes from your meetings.  

• Security and privacy. Along with built-in spam and malware protection for email, Office 365 also lets you add security to mobile devices. Your IT staff can manage and customize your organization's security options in a single console (a web-based admin center).  If your organization deals with sensitive information, your data will be protected in the cloud. Office 365 is compliant with industry standards including HIPAA, FISMA, BAA, and others.

• Support 24/7. Don't have on-call IT staff? Office 365 provides 24/7 professional-level support for issues ranging from critical to mild (depending on the plan your organization has). 

Choosing the Right Plan

Nonprofits and charities vary in staffing and technical needs, so there isn't a "one-size-fits-all" Office 365 plan. There are two free donated plans: 

• Office 365 Small Business for Nonprofits

• Office 365 Enterprise E1 for Nonprofits 

The free donated plans do not include the full installed version of Office (which includes Word, Excel, PowerPoint, etc.). To supplement these free Office 365 plans, you can request the latest version of Office through TechSoup. 

Eligible organizations can also upgrade to the discounted paid plans, which offer the desktop Office apps. With these plans, your staff can use Office apps on up to five devices per user. 

The Small Business plans are designed for smaller nonprofits with 1-10 users and no on-site IT staff. The Small Business Premium actually has a limit of 25 users. The Enterprise versions, on the other hand, are designed for organizations of all sizes that are running a server-client network, like Windows Server.

 Migration and Maintenance

Office 365 is designed to make IT tasks as simple as possible so you can focus on your organization's mission. For nonprofits without IT staff, the Office 365 admin portal lets accidental techies configure settings and customize services according to their staff's needs. Visit for detailed Office 365 migration support. 

How to Get Office 365

To find out if your organization is eligible to receive donated and discounted versions of Office 365, visit the Microsoft Office 365 for Nonprofits site.

Nonprofit and non-governmental organizations must be recognized as charitable organizations in their respective countries in order to be eligible for Microsoft Nonprofit Programs. Eligible organizations will operate on a not-for-profit basis and have a mission to benefit the local community that could include, but is not limited to

• Providing relief to the poor

• Advancing education

• Improving social welfare

• Preserving culture

• Preserving or restoring the environment

• Promoting human rights

• Establishment of civil society 

Just In:- Donated Licenses of Microsoft Office 365 for Nonprofits!

Written on: 
September 10, 2013

Increase productivity, reduce costs, and simplify your NGO’s IT management with Microsoft Office 365. Available through Microsoft to qualifying organizations, Office 365 provides you and your staff with web-based access to Office applications and your documents from anywhere. Visit Microsoft website for details 



Microsoft Program Guidelines

Microsoft Rules, Eligibility and Restrictions

Microsoft Software Donation Restrictions

·         Quantity: Organizations receive an allotment of Microsoft software donations that is reset every two years. An organization's two-year cycle begins with its first donation request after July 27, 2011. After two years, a new cycle begins, and a new allotment is available.

·         During its two-year cycle, an organization can request

o   Up to 50 of each donated desktop product or CAL.

o   Up to 25 donated Windows Server Standard.

o   Up to five donated server products total that are not Windows Server Standard.

For further details, see Quantity and Frequency of Microsoft Requests on the Microsoft Eligibility, Allotments, and Returns page.

  • Budget: Organizations with annual operating budgets of any size are eligible for products in this program.
  • Nonprofits and public libraries only:

o   Donated products are available to nonprofits registered under Societies Registration Act, 1860 or Indian Trusts Act, 1882 or those organizations registered under Section 25 of Companies Act, 1956, as granted by the Government of India, and to public libraries with valid FCRA certificate.

o   Public libraries without a 501(c)(3) designation may request products through this program only for use on public access computers or on computers that are used to directly manage either the public access computers or the library's public access program.

o   Microsoft reserves the right to grant or deny an organization's request at any time, for any reason.  

  • Eligible organization types: Only nonprofit organizations whose missions benefit the local community are eligible for donated Microsoft products. This could include organizations with the following missions:

o   Providing relief to the poor

o   Advancing education

o   Improving social welfare

o   Preserving culture

o   Preserving or restoring the environment

o   Promoting human rights

o   Establishment of civil society

  • Ineligible organization types: Not all nonprofit organizations are eligible for donated Microsoft products. Ineligible organizations include the following:

o   Governmental organizations or agencies.

o   Educational institutions, including K-12 schools, colleges, universities, and trade schools.

o   Healthcare organizations, including hospitals, healthcare networks, health plans, ambulatory healthcare services, home healthcare and assisted living healthcare organizations, health research organizations, and laboratories. Exceptions include independent nonprofit organizations with the following missions: community, behavioral and women's health clinics; hospices; emergency services; and blood, tissue and organ banks.

o   Professional, commerce, and trade associations.

o   Professional and semi-professional sports organizations.

o   Political, labor, and fraternal organizations.

o   Refurbishers that will be installing the software on refurbished computers to be distributed or donated to nonprofits or schools. Please visit the Registered Refurbisher Program.

o   Nonpublic, non-501(c)(3) libraries, including private libraries, school libraries, specialty libraries, armed forces libraries, and libraries in government agencies.

  • Terms of service: Organizations that request Microsoft products must agree to any applicable terms of service.
  • Amendments: Microsoft reserves the right to supplement or amend these eligibility guidelines at any time without notice.
  • Anti-discrimination policy: Microsoft values and respects individual and cultural differences and is committed to providing an inclusive environment that is welcoming and free from discrimination. Therefore, organizations are not eligible to participate in this program if they have a policy or mission of discrimination in hiring, compensation, promotion, termination, retirement, training, programs, and/or services based on race, color, sex, national origin, religion, age, disability, gender identity or expression, marital status, pregnancy, sexual orientation, political affiliation, union membership, or veteran status. Microsoft reserves the right to use any information, including external evidence, to determine if a recipient is in violation of this policy. Determinations of policy violation are made at Microsoft’s sole discretion and are not subject to external review.
  • FAQ: For more information about Microsoft's resources for nonprofits and program eligibility, see its Nonprofit FAQ.
  • Product distribution:

o   Products will be distributed under this program to qualifying organizations and libraries only, not to individuals.

o   Products are intended only for use by paid nonprofit employees and unpaid full-time equivalent (FTE) staff who have material day-to-day managerial, operational, and fiduciary responsibilities, and who will not use the license for personal income generation. Volunteers, members, and beneficiaries of the nonprofit are not eligible for nonprofit licenses and subscriptions

o   Recipient organizations may not transfer or resell Microsoft products to other organizations, including partner nonprofits or legally independent sister organizations.

o   Microsoft products may not be installed on computers that will be given to or sold to other organizations or individuals, even as part of a charitable program.


Microsoft FAQs

Microsoft Software Donation Program – Eligibility, Allotments, and Returns

Organization Types Eligible for Microsoft Donations

Microsoft donations are available to NGOs registered under Societies Registration Act, 1860 or Indian Trusts Act, 1882 or those organizations registered under Section 25 of Companies Act, 1956, as granted by the Government of India, and to public libraries with valid FCRA certificate. Some types of nonprofits are not eligible, such as educational institutions, political organizations, healthcare networks, and nonpublic libraries.

Organizations that engage in discrimination in hiring, compensation, access to training or services, promotion, termination, or retirement on the basis of race, color, sex, national origin, religion, age, disability, gender identity or expression, marital status, pregnancy, sexual orientation, political affiliation, union membership, or veteran status, other than as allowed by law, are not eligible to participate in this program. Organizations must be willing and able to attest that they do not discriminate on any of these grounds in order to receive donations.

Special Rules for Public Libraries

Public libraries may request Microsoft donations through this program for public access computers only. Donated software is available only for use on public access computers or computers used directly in the management of the public access computers or the library's public access program.

Participating libraries must also make their collection and basic services available to the population of their legal service area without charges to individual users (excluding incidental fees such as printing charges). If they choose to do so, libraries may impose charges on users outside the legal service area, and they may provide products and services (beyond basic services) to the public at large, with or without individual charges.

Quantity and Frequency of Microsoft Requests

Microsoft provides nonprofits, charities, and libraries with an allotment of product donations that can be requested per two-year cycle. Your organization's first donation request after July 27, 2011, marks the beginning of its recurring two-year cycle. Within a two-year cycle, each eligible nonprofit or public library may request

·       Products from up to 10 of the Microsoft title groups, with a 50-product maximum for desktop products and license-only products and a 25-product maximum for server products that use core-based licensing (see below for more details)

·       A maximum of five server products that do not use core-based licensing, regardless of title group (see below for more details)

There is no limit to the number of times an organization can make a Microsoft donation request within the two-year cycle as long as they have not used up their full allotment. After two years, a new cycle begins, and the allotment is reset.

Title Groups

A title group consists of all products that serve essentially the same purpose. For example, all Windows operating system products are in one title group.

A product's title group is listed near the top of each detailed product description page.

For more information, see the list of Microsoft title groups.

About the Maximum of 10 Title Groups

An organization can request products from a maximum of 10 title groups. For example, if an organization requests Office Professional Plus, Visio, Windows Server, and Windows Server client access licenses, it will have requested products from 4 of the 10 allotted title groups.

About the Product Maximums Within a Title Group

An organization can request a maximum of 50 desktop or license-only products per title group within a two-year period.

Desktop or license-only products are

·       Products that run on an individual computer (such as Office or Windows)

·       Client access licenses (CALs), management licenses (MLs), and other licenses that provide for connection to or management of a server application

For server products that use core-based licensing (such as Windows Server Standard or Datacenter), the maximum an organization can request per title group is 25 within a two-year period.

About the Maximum Allotment of Server Products That Do Not Use Core-Based Licensing

An organization can request a maximum of five server products that do not use core-based licensing altogether within a two-year period. These server products can be in a single title group, or they can be in up to 5 title groups, as long as the overall maximum of 10 title groups is not exceeded in the two-year period.

For example, an organization may request any one of the following:

One product in the Windows Server Essentials title group, two products in the Exchange Server title group, and two products in the SQL Server (Server/CAL) title group

  • Three products in the SharePoint Server title group and two products in the SQL Server (Server/CAL) title group

Some servers require MLs or CALs in order to work with their network of computers. MLs and CALs are separate items and are in title groups with a 50-product maximum.

About the Two-Year Cycle

Your organization's Microsoft two-year donation cycle begins when your organization places its first request for Microsoft product donations. If your organization requested any Microsoft donations prior to July 27, 2011, its cycle was reset, and its new cycle begins on the date of its first Microsoft donation request after July 27, 2011.

Your organization's cycle will run for two years from this initial start date. It will then be immediately reset and run for another two years, and so on. For example, if an organization's first cycle starts on October 12, 2014, its new cycle will begin at 12:00 a.m. Pacific time on October 12, 2016, at which point the organization has a new allotment.

Microsoft Donation Center

Registered organizations can check the Microsoft Donation Center page to see the dates for their two-year cycle and how much of their total allotment is still available to them (you must be logged in to see this page).


The following examples can help explain how the various allotments work together.

Organization A

Organization A has requested 20 Office Professional Plus, 10 Office Standard, and 10 Office for Mac. They also requested 20 Windows upgrade products.

  • They have requested from 2 of 10 title groups and can request from 8 more.
  • In the Office Suite title group, they have requested 40 products and can request up to 10 more.
  • In the Windows Desktop Operating Systems title group, they have requested 20 products and can request up to 30 more.

Organization B

Organization B has requested 1 Project Server, 29 Project Server CALs, 10 Project Professional, and 20 Project Standard.

  • They have requested from 3 of 10 title groups and can request from 7 more.
  • In the Project Server CAL title group, they have requested 29 products and can request up to 21 more.
  • In the Project Desktop title group, they have requested 30 products (10 Project Professional and 20 Project Standard) and can request up to 20 more.
  • They have requested one server product that does not use core-based licensing (Project Server) and can request up to four more.

Organization C

Organization C has requested 50 Office Professional Plus products, 16 Windows Server Enterprise, 1 Exchange Server Standard Edition, 50 Core CAL Suites, and 15 Windows Remote Desktop Services User CALs.

  • They have requested from 5 of 10 title groups and can request from 5 more.
  • In the Office Suite and Core CAL Suite title groups, they have requested 50 products and cannot request any more.
  • In the Windows Server title group, they have requested 16 products and can request up to 9 more.
  • In the Windows Remote Desktop Services CAL title group, they have requested 15 products and can request up to 35 more.
  • They have requested one server product that does not use core-based licensing (Exchange Server) and can request up to four more.

Organization D

Organization D has requested 16 Windows Server Standard and 50 Windows Server CALs. They also requested 1 SQL Server Standard (Server/CAL) and 25 SQL Server CALs.

  • They have requested from 4 of 10 title groups and can request from 6 more.
  • In the Windows Server title group, they have requested 16 products and can request up to 9 more.
  • They have requested the maximum allotment of licenses from the Windows Server CAL title group.
  • In the SQL Server CAL title group, they have requested 25 CALs and can request up to 25 more.
  • They have requested one server product that does not use core-based licensing (SQL Server) and can request up to four more.

Refunds and Returns

If you want to return or exchange the Microsoft donated products you've received, you will need to return all Microsoft products in the request and place a new request for the Microsoft items you want.

Since all Microsoft products are download-only, returns will be accepted only if none of the software has been installed, and you received the donation no more than 60 days previously.

If you want to return or exchange your Microsoft software donation, please call s for review and approval at (800) 659-3579, option 2.

The donation limits on your account will normally be reset within eight business days after a return is complete.

Note that products available through the Get Genuine Windows Agreement for Small and Medium Organizations have different policies than products available through the standard Microsoft Donation Program. Read more about Get Genuine products.



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