Messaging Policy for the SAP Ariba Cloud Services

SAP Ariba (referring to Ariba, Inc. and its corporate affiliates) is offering messaging functionality as part of certain Ariba Cloud Services (“Messaging”) that may be used by organizations to send and receive messages within their organization and/or with their trading partners in the SAP Ariba Cloud Services.

Below are important terms related to use of the Messaging in the SAP Ariba Cloud Services.

Availability.Availability of Messaging depends upon the SAP Ariba Cloud Service used, regional restrictions and options selected by buyers. SAP Ariba, at its discretion, may block availability or use of this feature from certain countries or regions based on legal, administrative, or technical requirements.
The Messaging system will support collaboration in various ways. Here are some examples:

Document Level Messaging: Allows an organization representative to send communications in relation to a specific document routed via the Ariba Network and other SAP Ariba Cloud Services. SAP Ariba may make this feature available only for certain document types.
General Messaging: Allows an organization representative to send communications to a representative of a trading partner or another organization representative without requiring that such message be related to a specific document.
Broadcast Messages: Allows buyers to send broad communications to a selected set of suppliers with whom they have a trading relationship.

First Use of Messaging via Email. The first time an individual sends an email message using Messaging, SAP Ariba will flag that individual’s email address or another system generated identifier as approved for use in Messaging, which enables the individual to receive email replies and subsequent email messages via the Messaging system. Buyer side users who have an account on an SAP Ariba Cloud Service may only use the email address associated with his or her user account. Only email addresses associated with one’s role in his or her organization or company should be used. Do not use personal email addresses.
Configuration for Buyers. Buyer organizations must opt-in to allowing use of Messaging. Some SAP Ariba Cloud Services may offer further options regarding the Messaging system and functionality. Suppliers will see the option to use Messaging on some documents and not on others, depending upon the configuration choices of the buyers they are trading with.
Opt-Out of Receiving Messages to Your Email Account.By default, Messaging will store messages in the system for retrieval and will also send the message to an individual’s business email address. An individual may opt-out of receiving the messages in his or her email account based upon personal preference or their own organization’s policies in one of the following ways:
1. Through the opt-out link in each message,
2. From the consent confirmation email all users receive the time they send an email message through Messaging,
3. Through the user preference settings (in some solutions).
The option to opt-out of receiving Messages to your email account applies to all messages A user who has opted out of email notifications will still see those messages when he or she logs into his or her user account on the SAP Ariba Cloud Services, e.g. the Ariba Network (although the sender’s personal data may have been updated or removed. See “Individual Identity” below). Optionally and where available, any further messages addressed to the opted-out email address may be automatically routed to the next email address in the messaging hierarchy configured in the relevant SAP Ariba Cloud Service. See the respective product documentation for the applicable SAP Ariba Cloud Service for details.
Routing and Access.Messages will be provided via email to the applicable recipient, stored in the system, and linked to the document (e.g. purchase order, invoice) that the message is associated with. Messages sent by your organization may be viewed in association with the applicable document or your organization’s account as long as your organization is a customer of SAP Ariba with rights to utilize the Ariba Network and/or SAP Ariba Cloud Services.
Messaged Deletion. Messages will be controlled and deleted in accordance with the data retention and deletion terms that are part of the Governing Agreement, defined below, for the associated documents and the product documentation. As features are enabled related to removal of messages SAP Ariba will provide descriptions in the documentation. Because messages are stored for the benefit of your organization and your trading partner, SAP Ariba may require that both parties flag a message for deletion before it is removed from the system.
Individual Identity.The name of the sender of the message and the name of the recipient of the message are identified in the emailed version of the message and in the message copy stored in the system, however the personal identifiers of the sender associated with the message on the SAP Ariba messaging system may be updated by the account administrator for the sender’s account, such as when the user who sent the messages changes his/her name or leaves the organization. Except for this ability to change the name or identifier of a sender, messages may not be edited after they have been sent.
Limited Use.You may only use Messaging for legitimate and lawful business communications to your trading partners in compliance with the product documentation and as allowed in the Governing Agreement. You may not use Messaging to send promotional, marketing, or other communications to your trading partners that are not directly related to the applicable transaction or document or, in the case of general messages and broadcasts that are not directly related to the procurement activities of your organization.
Message Content. The content of messages may not contain any lewd, harassing, discriminatory, or illegal content.
- Attachments: Each message that a buyer or a supplier sends can include a maximum of 5 attachments. The maximum size allowed for each attachment is 10 MB. Attachments having executable file extensions are not allowed.
Claims of Copyright Infringement. SAP Ariba considers itself an online service provider under Subsection 512(c) of the Digital Millennium Copyright Act, Title 17 of the U.S. Code and has this notice in place to address claims of copyright infringement on SAP Ariba internet services. If you believe that material sent or posted via the Messaging feature infringes your copyright, you may submit a notification to SAP Ariba's designated agent to receive copyright notices:

The name and contact information of the complaining party,
Sufficient information to identify the copyrighted work or works,
The allegedly infringing material and its location on an SAP Ariba website or service,
A statement by the rights holder that it has a good faith belief that there is no legal basis for the use of the materials complained of,
A statement of the accuracy of the notification and, under penalty of perjury, that the complaining party is authorized to act on behalf of the rights holder, and
The notification must be signed physically or using an electronic signature by the rights holder or person authorized to act on behalf of the holder of the exclusive right that is allegedly infringed. SAP Ariba will take reasonable steps to identify, and deny access to SAP Ariba internet services by, individuals who are repeat offenders of other's copyrights.

Privacy and Security.SAP Ariba will protect and process the Message data including Personal Data that you submit while using the Messaging Service in accordance with the Agreement in place with your organization. SAP Ariba may collect statistics and do aggregated anonymous analysis of how the Messaging system is used but will not analyze the content of messages except to respond to a complaint or potential violation of this policy or, as requested, in conjunction with providing your organization with product support.
Governing Terms.The applicable governing agreement regarding Messaging (“Governing Agreement”) depends on your organization’s (your employer’s) existing relationship with SAP Ariba as provided below:

For Supplier organizations,Messaging is an optional service governed under this policy and the Ariba Network Terms of Use (Suppliers) (together the “Governing Agreement”). This policy is applicable only to suppliers that actually utilize Messaging.

For Buyer organizations,Messaging is an optional feature available as a result of and subject to the terms of the subscription agreement you have in place with SAP Ariba (or SAP Affiliate or authorized reseller) regarding use of the relevant SAP Ariba Cloud Service (this may be your agreement for use of the Ariba Procure-to-Pay, Ariba Document Automation, or other Ariba Cloud Service.) Note that the system operating Messaging is hosted in the United States and SAP may host elements of the feature in regional data centers to support regional use.
General.Without limiting other rights at law, SAP Ariba may suspend use of Messaging if SAP Ariba in its reasonable discretion believes that you or another user at your organization has violated this policy. Defined terms that are used in this policy and are not defined within this policy shall have the meanings attributed to them in the Governing Agreement.
Miscellaneous. The English version of this policy shall govern in the event of any conflict or substantive changes when translated into a non-English language.

Version 3.0 May 15, 2020

Messaging Policy for the SAP Ariba Cloud Services

Document Level Messaging: Allows an organization representative to send communications in relation to a specific document routed via the Ariba Network and other SAP Ariba Cloud Services. SAP Ariba may make this feature available only for certain document types.

General Messaging: Allows an organization representative to send communications to a representative of a trading partner or another organization representative without requiring that such message be related to a specific document.

Broadcast Messages: Allows buyers to send broad communications to a selected set of suppliers with whom they have a trading relationship.

Message Content. The content of messages may not contain any lewd, harassing, discriminatory, or illegal content.

Attachments: Each message that a buyer or a supplier sends can include a maximum of 5 attachments. The maximum size allowed for each attachment is 10 MB. Attachments having executable file extensions are not allowed.

Governing Terms.The applicable governing agreement regarding Messaging (“Governing Agreement”) depends on your organization’s (your employer’s) existing relationship with SAP Ariba as provided below:

For Supplier organizations,Messaging is an optional service governed under this policy and the Ariba Network Terms of Use (Suppliers) (together the “Governing Agreement”). This policy is applicable only to suppliers that actually utilize Messaging.

Miscellaneous. The English version of this policy shall govern in the event of any conflict or substantive changes when translated into a non-English language.