User terms

In order to be a representative in the Swedish part of the Union Registry, it is required that you approve and, as long as you act as a representative, comply with the terms of use. The terms of use are approved when you enter your authorization key when you log in for the first time in the Union Registry. 

Unless otherwise stated, the term device refers to the computer, tablet, phone or any other device used to connect to the union registry. These common minimum security requirements are: 



1. Devices used to connect to the union registry

To connect to the Union Registry, users must use a device provided by their organisation and/or their own device (if authorised by their organisation's security policy).

2. Patches

Operating System (OS) and other software installed on the device should be updated with the latest security patches released by their software editor.

3. Administrators privileges restriction

  • Administrator accounts should only be used by trusted people and only to install authorised and trusted programs (see point 6 below). In general the device should be as-well-protected-as-possible.
  • To connect to the Union Registry and to the Internet, the users must use a device where they log in as a “user”, never as an “administrator”.

4. Antimalware / Antivirus policy

  • It is an obligation of the user to use and update anti-virus software and firewall software regularly, as a minimum on a weekly basis.
  • Full and in depth scanning for malicious virus/spyware check must be configured so that it is performed automatically at least every two weeks using up to date antivirus- and antimalware software.

5. System lock-down

The device must have a screensaver (or equivalent) configured, so that, after no more than 15 minutes of inactivity the device must be locked down. A policy must also apply of not leaving a device unattended without applying a screensaver – this ensures that a screensaver is always applied when a user is not at their desk.

6. Removable media control

  • The users must not connect any non-trusted USB device to their PC.
  • It is recommended that devices be configured to deactivate the use of USB port. At least they should log the event of USB device connection.

7. Application White Listing

  • It is strongly recommended that an exhaustive list of authorised software installed on users' devices be defined.
  • It is strongly recommended that administrators make sure that no other software is installed on the user's device, by carrying out monitoring or scanning.
  • It is strongly recommended that any unauthorised software be removed.

8. Audit and Logging

External access and computer access events must be logged and analysed frequently by the administrators. Every anomaly must lead to an investigation, even if basic.

9. Secure Internet Connection

  • Any use of the Registry must be done through a secure Internet connection.
  • The secure connection must include logical (firewall based) protection between the internal network where the user device is located and Internet including an Intrusion Detection System at the Network and the Host (HIDS) level, and an antivirus capability.
  • The secure internet connection must restrict access to Internet using blacklisting functionalities.

10. User education

  • Users must be trained to use the Union Registry and have been sensibilised to information security issues.
  • The users must avoid sharing the device used to connect to the Union Registry with other people.
  • Links in emails to access the Union Registry must never be used.
  • The Commission, the Central Administrator, the National Administrator or the National Administration Helpdesk will never ask the users for their password and / or any kind of software.
  • The users must only open attachments to emails that do not come from the Union Registry after careful consideration of their source and content, and never open any attachments with e.g. in Microsoft Windows a .com, .bat, .vbs, .wsh or .exe extension on the filename.
  • If the users have any cause for suspicion regarding received emails, they must contact the National Administration Helpdesk.
  • The Registry helpdesk sends all emails from [address of national helpdesk].
  • If the users have any cause for suspicion, they must immediately contact the National Administration Helpdesk.
  • National Administration Helpdesk contact: Email:; Phone (Mon - Thu. 9.00 – 11.00 & 13.00 – 15.00): [+46 16 544 2300].

11. Users device configuration

  • Devices must be configured so that the "auto log-in" function is not used. After OS boot or software start, the log in password for the service should always be asked.
  • Browser must be configured so that credentials cannot be stored by the browser and all temporary stored navigation information (such as historic, passwords, cookies) are automatically deleted when closing the browser.
  • Booting from CD/DVD and/or USB devices (by BIOS configuration) must be avoided. Users must not be able to access BIOS set-up configurator (locked by a strong password and different from the log in password).
  • Devices must be configured so that no resources can be shared with external entities outside of the end user's organisation (e.g. using file sharing software such as BitTorrent) in the device used to connect to the Union Registry.
  • Devices must be configured so that the user is not connecting to the Internet having "administrator" privileges but restricted rights. Users must not have the possibility to install software using the account with which they are connecting to the Internet and the Union Registry.

12. Union Registry usage

  • Password for logging in to the Union Registry is strictly personal. Any action in the Union Registry performed with a given username and password is deemed under the liability of the user of this username and password.
  • All authorised users of the Union Registry must ensure that the username, password and SMS one-time login codes do not become known to other people, including other account holders in the Union Registry. National Administrators or the helpdesk may only ask users to communicate their username by phone but neither the Commission nor National Administrators will ever ask end-users to communicate their username and password.
  • To access the Union Registry website, it is recommended to always type the website directly into the address box of the browser. For the Union Registry, this is If the users do not type the address, each time they connect, they must check that the SSL connection is set ("https" and not "http" appears in the browser's address bar) and that the SSL certificate which appears when clicking on the lock icon of the browser:
    • Is issued by "GlobalSign Extended Validation CA – SHA 256 – G3" to "",
    • Is valid until 5 April 2019 and
    • has the following fingerprint: "‎ 1e 27 22 9b 1d a1 ef 1b fb 0d fb a0 c6 35 40 55 7b fd 01 64 "
  • When leaving their device, the users must log out of the Union Registry so that unauthorised persons cannot gain access to their account in the Union Registry.
  • The users must take reasonable precautions to prevent the unauthorised use of the mobile devices, the numbers of which are used in Registry communication.
  • The mobile device that receives the SMS one-time login codes must not be used for transactions on the Internet at the same time.