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
DATA ELEMENT | REQUIRED | STORED | PROCESSING | STORAGE ENCRYPTION |
---|---|---|---|---|
User Email Address | Yes | Yes | User Authentication | AES256 |
User Role | Yes | Yes | Data Access | AES256 |
User Password | Optional | Yes (Not with SSO) | User Authentication | SHA256 |
User Title | Optional | User Identity | AES256 | |
User Address | Optional | User notifications | AES256 | |
User Phone | Optional | User notifications | AES256 | |
User Group | Optional | User Identity, user segmentation | AES256 | |
User Region | Optional | User Identity, user segmentation | AES256 |
Mailing List & Recipient Data
DATA ELEMENT | REQUIRED | STORED | PROCESSING | STORAGE ENCRYPTION |
---|---|---|---|---|
Recipient Email Address | Yes | Yes | Email addressing, list membership, subscription management, reporting segmentation | AES256 |
Recipient Name | Yes | Yes | Email addressing/personalization, list membership | AES256 |
Recipient Timezone | Yes | Yes | AD working hours for scheduled sends | AES256 |
Recipient Default Language | Optional | *Browser Setting translation | AES256 | |
Department | Optional | List management, reporting segmentation | AES256 | |
Division | Optional | List management, reporting segmentation | AES256 | |
Campus | Optional | List management, reporting segmentation | AES256 | |
Building | Optional | List management, reporting segmentation | AES256 | |
Manager | Optional | List management, reporting segmentation | AES256 | |
Other HR Attributes If/As Required by Customer | Optional | List management, reporting segmentation | AES256 |
Message Data
DATA ELEMENT | REQUIRED | STORED | PROCESSING | STORAGE ENCRYPTION |
---|---|---|---|---|
Email Message | Yes | Optional and temporary (as draft or scheduled send) | Composing and sending email message | AES256 |
Sent Time/Date | Yes | Yes | Reporting & analysis | SHA256 |
Time Zone | Yes | Yes | List management, reporting segmentation | AES256 |
To: | Yes | Yes | Reporting & analysis | SHA256 |
From: | Yes | Yes | Reporting & analysis | AES256 |
Subject: | Yes | Yes | Reporting & analysis | AES256 |
URL’s | Yes | Yes | Click reporting | AES256 |
Word Count | Yes | Yes | Reporting | AES256 |
Image Count | Yes | Yes | Reporting | AES256 |
Image Sizes (Pixel Dimensions) | Yes | Yes | Reporting | AES256 |
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
MESSAGE DATA | REQUIRED | STORED | PROCESSING | STORAGE ENCRYPTION |
---|---|---|---|---|
Device OS | Yes | Yes | Reporting Analytics | AES256 |
Browser Ver | Yes | Yes | Reporting Analytics | AES256 |
Date & Time | Yes | Yes | Reporting Analytics | AES256 |
Message ID | Yes | Yes | Reporting Analytics | SHA256 |
Recipient ID | Optional individual or anonymized | Yes | Reporting Analytics | AES256 |
User Agent | Yes | Partial | Reporting Analytics | AES256 |
IP | Yes | Optional via proxy | Reporting Analytics | AES256 |
Geolocation | Yes | Yes | IP reverse lookup to ascertain region (state/province) | SHA256 |
URL Clicked | Yes | Yes | Reporting Analytics | AES256 |
Link ID | Yes (Reverse IP lookup) to state/province level | Yes | Reporting Analytics | AES256 |
View Time | Yes | Yes | Reporting Analytics | AES256 |
Data by Measurement Mode
Data Collected / Stored | Individual Mode | Anonymous Mode | Aggregate Mode |
---|---|---|---|
Sender Email | ✔ | ✔ | ✔ |
Distribution List Name | ✔ | ✔ | ✔ |
Nested DL / Subgroup | ✔ | ||
Subject, Date, Time | ✔ | ✔ | ✔ |
Recipient Name, Email | ✔ | Anonymized | |
Recipient IP | ✔ | Geolocation only | Geolocation only |
Recipient User Agent | ✔ | ✔ | ✔ |
Open Date, Time, Device | ✔ | ✔ | ✔ |
Read Time (seconds open) | ✔ | ✔ | ✔ |
Clicks (link name and url) | ✔ | ✔ | ✔ |