Data Processing and Storage by PoliteMail
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The data processed and stored by PoliteMail varies depending on the measurement mode used to send a measured message. The table below provides a summary.
Required fields are processed and stored as a result of PoliteMail sending with standard application permissions and archive services enabled.
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 (Display Name) | Yes | Yes | Email addressing/personalization, list membership | AES256 |
| Recipient Time Zone | Yes | Yes | AD working hours for scheduled sends | AES256 |
| Recipient Default Language | Yes | Yes | *Browser Setting translation | AES256 |
| Recipient Working Hours | Yes | Yes | Includes working days and start/stop times | AES256 |
| Mailbox Type | Yes | Yes | Gathered by default with MS Graph but not used | 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 | Required temporarily for send processing and scheduled sends Optional when PoliteMail Online Sent Items folder is enabled, or when users elect to use the “save as draft” functionality | 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 |
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) | ✔ | ✔ | ✔ |
