Exactly what information is collected and stored by PoliteMail?

Data Collection and Storage by PoliteMail

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The data collected and stored by PoliteMail varies depending on the measurement mode used to send a measured message.  The table below provides a summary:

PoliteMail User/Sender Data

User Email AddressYesYesUser AuthenticationAES256
User RoleYesYesData AccessAES256
User PasswordOptionalYes (Not with SSO)User AuthenticationSHA256
User TitleOptional
User IdentityAES256
User AddressOptional
User notificationsAES256
User PhoneOptional
User notificationsAES256
User GroupOptional
User Identity, user segmentationAES256
User RegionOptional
User Identity, user segmentationAES256

Mailing List & Recipient Data

Recipient Email AddressYesYesEmail addressing, list membership, subscription management,
reporting segmentation
Recipient NameYesYesEmail addressing/personalization, list membershipAES256
Recipient TimezoneYesYesAD working hours for scheduled sendsAES256
Recipient Default LanguageOptional
*Browser Setting translationAES256
List management, reporting segmentationAES256
List management, reporting segmentationAES256
List management, reporting segmentationAES256
List management, reporting segmentationAES256
List management, reporting segmentationAES256
Other HR Attributes If/As Required by CustomerOptional
List management, reporting segmentationAES256

Message Data

Email MessageYesOptional and temporary (as draft or scheduled send)Composing and sending email messageAES256
Sent Time/DateYesYesReporting & analysisSHA256
Time ZoneYesYesList management, reporting segmentationAES256
To:YesYesReporting & analysisSHA256
From:YesYesReporting & analysisAES256
Subject:YesYesReporting & analysisAES256
URL’sYesYesClick reportingAES256
Word CountYesYesReportingAES256
Image CountYesYesReportingAES256
Image Sizes (Pixel Dimensions)YesYesReportingAES256

We optionally gather the following data via the PoliteMail archive service to support working hours sending:

  • contact_email (string): The email address of the user's contact information.
  • time zone (string): The time zone of the user's calendar.
  • workdays (int): A bitmask representing the workdays of the week for the user.
  • day_start (TimeSpan): The start time for the user's workday.
  • day_end (TimeSpan): The end time for the user's workday.
  • mailbox_language (string): The language of the user's mailbox.

When sending to a list using Graph Expansion for each group member we pull:

  • smtp (string): The SMTP address of the user.
  • display_name (string): The display name of the user.
  • mailbox_type (int) : The mailbox type of the user, represented as an integer value.

Email Interaction Data

Device OSYesYesReporting AnalyticsAES256
Browser VerYesYesReporting AnalyticsAES256
Date & TimeYesYesReporting AnalyticsAES256
Message IDYesYesReporting AnalyticsSHA256
Recipient IDOptional individual or anonymizedYesReporting AnalyticsAES256
User AgentYesPartialReporting AnalyticsAES256
IPYesOptional via proxyReporting AnalyticsAES256
GeolocationYesYesIP reverse lookup to ascertain region (state/province)SHA256
URL ClickedYesYesReporting AnalyticsAES256
Link IDYes (Reverse IP lookup) to state/province levelYesReporting AnalyticsAES256
View TimeYesYesReporting AnalyticsAES256

Data by Measurement Mode

Data Collected / StoredIndividual ModeAnonymous ModeAggregate Mode
Sender Email
Distribution List Name
Nested DL / Subgroup

Subject, Date, Time
Recipient Name, EmailAnonymized
Recipient IPGeolocation onlyGeolocation only
Recipient User Agent
Open Date, Time, Device
Read Time (seconds open)
Clicks (link name and url)