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Frequently asked questions

Frequently asked questions about the University's Dropbox Business service

Why should I upgrade to Dropbox Business?

Dropbox Business gives you as much space as you need, more ways to collaborate, increased security and the ability to recover any previous version of a file. Information on other differences between the Dropbox plans is available here.

I'm not sure whether or not I should store my sensitive data on Dropbox. Where can I find out about information security?

The Dropbox security guidance policy should answer your questions about data security.

Am I giving away my intellectual property (IP) rights to Dropbox and/or the University if I use this service?

No you are not. By choosing to take up the service users must implicitly grant a limited licence to Dropbox to enable the provision of that service. The University acts as an intermediary in this process. It is not possible to use the Dropbox service without this limited licence being granted to Dropbox.

The limited licence does NOT grant Dropbox any intellectual property rights. The University’s position on intellectual property rights is not changed by taking up the Dropbox Business service.

 

I already pay for Dropbox Pro. What will happen to my account?

Pro account with CRSid@cam.ac.uk email address

If you upgrade an existing Dropbox Pro account that is linked to a CRSid@cam.ac.uk email address to Dropbox Business, your Pro subscription will immediately end. Any remaining credit on the Pro subscription will be refunded to the original payment method on a pro-rated basis. You can track this information on the Dropbox account payments page.

Pro account with other email address

If your Dropbox Pro account is linked to an email address other than CRSid@cam.ac.uk, you will not be eligible for a refund. We recommend that you change the email address associated with your account before you upgrade, in order to receive any refund due.

Learn how to change your Dropbox account's email address.

I am already paying for Dropbox Business. What will happen to my account?

Dropbox allows users to be a member of only one Business 'Team' at a time.

Only available to University members. There can be no external members in the University Team.

Choose to migrate to the University Dropbox...

If you are the Team Administrator for your Dropbox Business account, you have the option of merging your own Dropbox Business account into the University's Dropbox Business account.

This would trigger an automated pro-rated refund from Dropbox and would cancel your original account. Your files would be transferred automatically to the new account.

You must email us on  if you wish to merge your existing Dropbox Business account with the University's account and receive a pro-rated refund. You cannot currently do the merge through the Self-Service Gateway.

...or keep your own Dropbox Business account

You do not have to merge your own Dropbox Business account into the University's account if you do not want to.

If you want to keep your existing account separate, take no action. You should also advise the members of your own Dropbox Business Team not to purchase the University's Dropbox Business.

What is the 'Cambridge University Team' in Dropbox?

  • Dropbox allows users to be a member of only one Business 'Team' at a time.
  • Only available to University members. There can be no external members in the Cambridge University Team.

The 'Cambridge University Team' is the University's administrative group within Dropbox. If you choose to take up the University's discounted Dropbox Business service, your existing account will be automatically migrated into the Cambridge University 'Team', i.e. it will come under the University's administrative area, rather than being administered by Dropbox directly.

To help you find other University Dropbox Business users, your name will appear on the full list of University Dropbox Business Team members, and will be visible to all other University Team members.

I already have a Dropbox account with an email address other than CRSid@cam.ac.uk. What will happen to my account?

If you have a Dropbox account linked to, for example, a gmail.com email address, you will not be able to use it to join the University of Cambridge Dropbox Business team. Instead, you will be prompted to create a brand new Dropbox Business account with your CRSid@cam.ac.uk email address. 

If you do not change your email address on your original account, it will be unaffected, and you can choose whether or not to pair it with your new Dropbox Business account across all your devices (more information is available here).

What happens next if I choose to purchase a Dropbox Business license?

After paying for your Dropbox Business licence in the Self-Service Gateway, you will be asked to log in to your new Dropbox Business account.

You will need to accept Dropbox's terms of service before you log in with your CRSid@cam.ac.uk email address.

If you are an existing user of Dropbox and your account was linked to your CRSid@cam.ac.uk email address, you will be given the option to keep your files in a new personal account, or to move all your files to your new Dropbox Business account. For more information, read from Step 3 in Dropbox's help page.

If you are a new user of Dropbox, you will log straight in and see only a single 'Getting Started' file.

Will I be able to claim my credit card payment back from my College or Department?

No. If you want your College or Department to pay for your Dropbox Business account, it needs to be done through a Departmental purchase order.

Why am I asked for the Administrator password when I try to install the Dropbox app?

If you are using a computer that does not belong to you, for example a Department's computer, you may not be permitted to install software on it. You can instead sign in and use the Dropbox web interface or a mobile app to access your files.

What happens when I leave or want to stop using Dropbox Business?

When you leave or tell us you no longer wish to use Dropbox Business, the following will happen:

  • Your files will remain untouched
  • Your Dropbox account will be downgraded to a free Basic account
  • Any additional Dropbox storage space you'd earned through referrals or promotions (quota bonuses) will be restored to your account automatically
  • Your account will be removed from the 'Cambridge University Team'
  • You will need to reset your Dropbox password using the Forgotten password? link in the Dropbox web app.

From this point onwards you should contact Dropbox directly for technical support or questions.

You then have the choice of what to do next:

  • If you are using less than your 2GB storage allowance (plus any quota bonuses you've earned through referrals or promotions), you can continue using the free Basic account
  • If you need more Dropbox storage space, you can purchase a Dropbox Pro account
  • Alternatively, you can move some or all of your files out of your Dropbox.

If you need to discuss the leavers' process in more detail with us, please email .

What's the address of the Self-Service Gateway?

The Self-Service Gateway is available at https://selfservice.uis.cam.ac.uk.

To whom do I address my purchase orders for Dropbox Business?

Please make your purchase order out to: 
Information Services, 
7 J J Thompson Avenue, 
Cambridge, CB3 0RB

Can I receive a refund if I cancel my Dropbox account mid-subscription?

As all refunds currently must be processed manually by the Finance Division, UIS is currently not able to offer pro rated refunds on University Dropbox accounts mid-subscription.

If you do not renew your University Dropbox subscription, you will not be charged automatically. Please also see: What happens if I don't renew my University Dropbox subscription?

Can someone else close my University Dropbox account?

No. Your University Dropbox account is your own. You can request the UIS Service Desk to close your own account. Other individuals, even if they paid for your Dropbox account, cannot request your account to be closed.

Your University Dropbox account will be changed to a free account or suspended if you do not renew you subscription or when you leave the University. Please see the questions below for more information:
What happens if I don't renew my University Dropbox subscription?
What happens to my University Dropbox account when I leave the University?

How do I renew my University Dropbox Subscription?

If you'd like to continue using the University's Dropbox Business service, you can renew your licence for another year. You will need either a valid, approved purchase order or a credit / debit card to pay.

You can also renew if your University Dropbox subscription has already lapsed.
Please visit https://selfservice.uis.cam.ac.uk/dropbox to renew your University Dropbox Business subscription.

What happens if I don't renew my University Dropbox Subscription?

If you do not renew your subscription, one of the following things will happen:

If you are still a member of the University and have a valid login:

We will change your Dropbox account automatically to a free account associated with your CRSid@cam.ac.uk email address and transfer all your files. Your free Dropbox account is no longer managed by University Information Services

If you no longer have a valid University login:

Please see: What happens to my University Dropbox account when I leave the University?

What happens to my University Dropbox account when I leave the University?

When you leave the University or no longer have a valid University login:

We will change the email address associated with your Dropbox account to your leaving email address.

We will change your Dropbox account automatically to a free account associated with your leaving email address and transfer all your files.

Your free Dropbox account is no longer managed by University Information Services 
You will then need to create a new password by using the process at: https://www.dropbox.com/help/168

IMPORTANT: You must provide a leaving email address before you leave to ensure continued access to your Dropbox account. If you leave the University and have not provided a leaving email address, we will retain your files for 60 days, then delete them.

Please see 'How do I provide a leaving email address?' for more information.

How do I provide a leaving email addess?

To provide a leaving email address:

  1. Go to https://www.lookup.cam.ac.uk/self
  2. On the 'Person' tab, click on the 'Edit' button at bottom of the page
  3. Scroll down to Leaving email address:
  4. In the text box next to Value, add an email address you will be able to access after you leave the University
  5. Select University from the dropdown on the right of the row for the Leaving email address
  6. Click the Save button at the bottom of the page
  7. When you now visit https://www.lookup.cam.ac.uk/self you should now see your leaving email address displayed. You can change it at any time by following the same steps.