1. Purpose

ADManager is an internal IT tool used exclusively by authorised staff to manage Active Directory and Google Workspace user accounts within the organisation. This policy explains what data is accessed, how it is used, and how it is protected.

2. Data Accessed

This application reads and writes the following account attributes stored in Active Directory and Google Workspace:

• Full name, display name, username (sAMAccountName / UPN)
• Corporate email address and alternate email address
• Phone number, department, and job title
• Organisational Unit (OU) membership and security group memberships
• Account status (enabled, disabled, locked)
• Password metadata (last set date, expiry) — passwords are never stored or logged
• Google Workspace account status (active / suspended)
• Entra ID (Azure AD) MFA registration state

3. How Data Is Used

• Account provisioning, modification, and deprovisioning by IT administrators
• Self-service password changes and resets by the account owner
• Synchronisation of account state between Active Directory, Google Workspace, and Entra ID
• Sending one-time verification codes to the user's registered alternate email for identity verification during password reset

4. Data Retention

ADManager does not maintain its own database. All user data resides in Active Directory and Google Workspace, governed by the organisation's existing data-retention policies. Application log files (used for troubleshooting) are retained for 14 days and contain only authentication events and error traces — never passwords or personal message content.

5. Access Control

Access to administrative functions (user creation, deletion, group management, forced password reset, MFA reset) is restricted to members of the designated IT Admin group in Active Directory. All other authenticated users may only manage their own account. Sessions are cookie-based, expire after 8 hours of inactivity, and are invalidated on sign-out.

6. Security

• All communication is encrypted in transit via HTTPS/TLS
• Credentials are validated directly against the domain controller via LDAP over a secured channel — they are never stored by this application
• Anti-forgery tokens are enforced on all state-changing operations
• One-time reset codes expire after 10 minutes and are invalidated after 5 failed attempts

7. Contact

For questions about this policy or to report a concern, contact your IT department.