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Privacy policy and settings

This page provides the technical framework for configuring Nexthink privacy settings to collect, manage, access, and store data following compliance and security requirements within of your organization.

Infinity privacy settings

The following tables summarize the possible privacy configurations for Nexthink Infinity platform and Collector, along with their corresponding procedures and descriptions.

Go to the Infinity privacy policy section on this page for in-depth technical details about data privacy.

Refer to the Establishing a privacy policy documentation for privacy settings that apply to Nexthink V6 (on-premise) and Nexthink Experience.

Collector default configuration for data collection

Privacy setting option

Description

Link to procedure

Username and User Principal Name (UPN)

By default, Collector reports the username in a human-readable format. You can configure Collector to only report a hash of the username.

Also, by default, Nexthink does not collect user principal name (UPN) information.

Configuring Collector level anonymization

Focus time

By default, execution events do not contain information about how long the application is in focus.

You can enable the tracking of the focus time.

User Activity

By default, Collector reports how much time the user spends actively using the device.

You may configure Collector to disable reporting user activity time.

Wi-Fi network (SSID and BSSID)

By default, Collector does not gather the SSIDs and BSSIDs of the WiFi hotspots connected to the device.

Domain name

By default, Collector does not report domain names for network connections.

Network connections

By default, Collector gathers network connections for all binaries including destination attributes and connection metrics.

Infinity platform privacy configuration options

Privacy setting option

Description

Link to procedure

Data management

Nexthink enables customers to anonymize and delete already collected user and device names.

Data management and GDPR

Bring your own key (BYOK)

Specific fields are encrypted at rest in AWS using an AES-256 key encryption.

Nexthink provides a second layer of encryption using a unique key.

Bring your own key (BYOK) encryption

Web Application

If the Nexthink browser extension is installed, usage data is collected by default. You can disable this option.

Additionally, the Extension gathers more data such as web-based application URLs, if configured.

Managing Applications

Device Location, Geolocation and Organization

By default, Nexthink determines whether a device connection is remote or on-site within your organization. Simillarly, the system defines the geographical location of a device based on its public IP address.

Nexthink includes a rule-based assignment process to dynamically reassign the organization entities of devices, allowing setting proper View domain configurations.

Product configuration

View domain

Enforces compliance rules so that access to data is on a need-to-know basis.

View domain

User permissions

Nexthink provides four levels of data privacy that specify the access rights and visibility of each user account to particular pieces of information.

Accounts

Roles

Single sign-on (SSO)

Single sign-on integration to facilitate user access to Nexthink through a single corporate login.

Single sign-on

Collect URLs

By default, the system does not store URLs.
If enabled, Nexthink sanitizes all collected URLs to conceal sensitive information.

Configuring web applications

Web Usage Time

By default, Nexthink collects the web usage time if a Web application is defined.

Managing Applications

Infinity privacy policy

Find below the pillars that build the Nexthink Infinity privacy policy:

  • Data encryption

  • Data collection

  • User permissions

  • Anonymization

  • Hosting locations

  • Data retention

  • Audit trails

  • Certifications and security reports

Data encryption

Nexthink encrypts the transmission of sensitive information using protocols. The table below describes the encrypted communication channels between components.

Core components

Direction

Components

Protocol or encryption

Collector

<-->

Nexthink web interface

TCP encrypted

Optional channels

API

<-->

Nexthink web interface

REST HTTPS

SSO integration

<-->

Nexthink web interface

SAML (HTTPS)

In addition, Nexthink encrypts stored data by encoding it on disk. Each organization or customer has a unique key that prevents unauthorized access to data.

The Bring your own key (BYOK) encryption model allows you to manage your own unique encryption key, if required.

Data collection

Each endpoint communicates with a web instance provided and operated by Nexthink. Collectors installed on employee devices report events and metrics by:

  • Gathering hardware and software information.

  • Monitoring system activities and device properties.

In turn, authorized users can operate the Nexthink web interface to apply fixes to employee devices. Refer to the Collector overview documentation.

In addition to Collectors, Nexthink administrators can configure Nexthink browser extensions to monitor the usage and performance of web-based applications and software as a service (SaaS). Nexthink browser extensions only inspect URLs.

For a full map of the data collected by Nexthink, refer to the Data we collect and store and the NQL data model documentation.

The table below highlights some of the main objects and events collected by Nexthink.

Nexthink does not gather information about the content within files, emails, websites, or any other piece of content or application.

Devices

  • Software and hardware properties of devices

  • Events (boots, connections, crashes, etc.)

  • Performance (CPU and memory usage, etc.)

Users and sessions

  • User properties (name, username, group, rights, etc.)

  • Session information

  • Events (login, logout, lock, unlock, connect, disconnect and network performance)

Binaries and execution events

  • Software programs and updates installed

  • Executions

  • Performance (resource consumption, freezes, crashes, etc.)

Applications (desktop and web)

Usage and performance of configured applications. This applies to customers with the specific Nexthink product: Applications experience.

Surveys and survey answers

With campaigns, Nexthink users can create employee surveys and store the answers.

Networking and connectivity of the endpoints

  • Local IP

  • IP of the DNS servers

  • IP of the gateway

  • VPN status

  • SSID of the WiFi network

  • BSSID of the access point

Zoom and Teams call data

  • Call participants

  • Call time

  • Call duration

  • Video and screen sharing activity

User permissions

Nexthink users can see and manage content depending on their role and permissions. Consider the following when setting up user permissions for privacy control:

  • During deployment, the system creates a Nexthink administrator as the admin account.

  • The main administrator can create user accounts for other administrators who are allowed to manage other users and roles.

  • Additional administrator accounts have access to all data.

  • Non-admin users can access personal data according to their roles.

Refer to the Accounts and Roles documentation.

User access to your organizational data

In addition to user permissions to manage content visibility, Nexthink provides a single sign-on (SSO) mechanism to facilitate user access to Nexthink through a single corporate login.

Nexthink access to your organizational data

Nexthink limits its access to your organizational data to specific individuals in accordance with data processing agreements, business needs and access controls.

Nexthink prevents unauthorized access by following a strict security protocol:

  • The Nexthink data inventory documentation lists data attributes and collected items by category and marks them as Personal data.

  • During periodic design reviews, the Nexthink Security and Privacy Committee sets requirements for storing and transmitting data, ensuring proper compartmentalization and access controls.

  • Personal data always remains within the customer production instance unless exported by the customer.

  • Nexthink grants access authorization to the platform and customer data separately.

    • Nexthink sets a request procedure to allow temporary access to specific resources in the AWS production environment for platform support or troubleshooting.

  • Authorized Nexthink employees may access the customer production instance solely for support.

    • Nexthink manages the access to production data on Amazon Web Services (AWS) systems through AWS SSO connected to Nexthink Okta identity provider (IdP), which relies on role-based access control limited to authorized personnel.

    • CloudTrail logs data access at all times. Access to virtual machines uses the secure shell (SSH) protocol on top of AWS Systems Manager (SSM).

Anonymization

Nexthink provides four levels of data anonymization to specify the visibility of information according to user permissions:

  • Anonymous users, devices, destinations, and domains: names of users, devices, destinations, and web domains are not visible to the account.

  • Anonymous users and devices: names of users and devices are not visible to the account.

  • Anonymous user: Only the names of users are not visible to the account.

  • None (full access): all names are visible.

The table below lists the visible attributes of users, devices, destinations and domains for each data privacy level.

Refer to the Configuring Collector level anonymization documentation for anonymization at Collector lever.

Data Privacy Level

Users

Devices

Destinations

Domains

None (full access)

Username

Distinguished Name

Full Name

Nexthink UID

Computer name

Windows SID

IP address

Nexthink UID

Destination name

IP address

Nexthink UID

Destination owner

Destination Country

Destination datacenter_region

Destination Port

Destination ip_subnet

Domain name

Nexthink UID

Anonymous users

Anonymized

Anonymous users and devices

Anonymized

Anonymized

Anonymous users, devices, destinations and domains

Anonymized

Anonymized

Anonymized

Anonymized

Hosting locations

Nexthink uses AWS hosting locations in Europe, United Kingdom, United States of America, United Arab Emirates, Switzerland, and Australia.

Customers can choose a single region to store their data.

Data retention

Data retention periods vary according to the type of the data stored within the product. Refer to the Data resolution and retention documentation.

Data subject requests

Nexthink includes data management and GDPR features that allow Nexthink administrators to execute requests of data subjects:

  • Data retention timeframe for your Nexthink instance.

  • Data deletion of a specific device and its associated data.

  • Data retrieval of all the data associated with a specific user.

  • Data anonymization at a storage level, not conditioned by the user permissions.

Nexthink deletes all customer and end-user personal data after the expiration or termination of the agreement.

In addition, a customer may also request Nexthink for a copy of the personal data. In that case, Nexthink provides a copy within 30 days from the date of the request.

About data deletion

Nexthink procedure to delete customer data removes the entire data-related infrastructure, including operating systems (virtual machines) and storage resources (virtual disks). Consider the following:

  • Nexthink keeps the customer blob containing the backups for 90 days.

  • The daily backup procedure automatically destroys expired backups older than 90 days.

  • After 90 days, Nexthink permanently destroys the customer storage blob and the remaining backups (if any).

The Nexthink Site Reliability Engineering team can delete and destroy customer data before the scheduled date by receiving a written request from a customer delegate.

Audit trails

Nexthink captures actions performed by users with administrator rights that may impact the system, but audit trails are not a logging facility. This means the system exclusively audits the action and who performs it without logging the values set by the users' actions.

Refer to the Audit trail codes documentation for more information about audit logs.

Data sent to Nexthink

Nexthink collects non-personal data for Nexthink SA to provide value-added services to Nexthink customers.

Learn how to enable or disable these services to select which data you send to Nexthink in the article about Operational Analytics Information sent to Nexthink.

Certifications and security reports 

Nexthink maintains a set of policies and standard operating procedures. A certified Security and Privacy management framework in accordance with:

  • ISO 27001

  • ISO 27017

  • ISO 27018 (“ISMS”)

  • ISO 27701 (“PIMS”).

The implementation and efficiency of this Security and Privacy management framework is annually audited by reputable independent third-party experts.

In addition, Nexthink regularly undergoes external audits to receive updated SOC 2 Type II reports on two trust services principles: security and availability. The detailed reports are available upon request and under a non-disclosure agreement (NDA).

Refer to the Information Security Addendum documentation for a detailed overview of the most important security measures.

Also, the Global Privacy Hub documentation includes information about the Nexthink privacy program and an extensive FAQ section.

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