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.
User/Sender Data
| DATA ELEMENT | REQUIRED | STORED | PROCESSING | ENCRYPTION |
|---|---|---|---|---|
| User Email Address | Yes | Yes | User Authentication | AES256 |
| User Role | Yes | Yes | Data Access | AES256 |
| User Password | Optional | Yes
(Not w/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 & Segmentation | AES256 |
| User Region | Optional |
|
User Identify & Segmentation | AES256 |
Mailing List & Recipient Data
| DATA ELEMENT | REQUIRED | STORED | PROCESSING | ENCRYPTION |
|---|---|---|---|---|
| Recipient Email Address | Yes | Yes | Email addressing, list membership, subscription mgmt, segmentation | AES256 |
| Recipient Display Name | Yes | Yes | Email addressing/personalization, list membership | AES256 |
| Recipient Time Zone | Yes | Yes | Working hrs for Scheduled Sends | SHA256 |
| Recipient Default Language | Yes | Yes | Browser Setting translation, multi-language Template translation (Beefree) | AES256 |
| Recipient Working Hours | Yes | Yes | Includes working days and start/stop times | AES256 |
| Mailbox Type | Yes | Yes | Gathered by default w/MS Graph but not used | AES256 |
| Department, Division, Campus, Building, Manager, other HR attributes as required by Customer | Optional |
|
List management, segmentation | AES256 |
Message Data
| DATA ELEMENT | REQUIRED | STORED | PROCESSING | 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 PMO sent items folder is enabled or when Users use "Save as Draft" |
Reporting & analysis | SHA256 |
| Time Zone | Yes | Yes | List management, reporting segmentation | AES256 |
| To | Yes | Yes | Reporting & analysis | SHA256 |
| From, Subject | Yes | Yes | Reporting & analysis | AES256 |
| URLs | Yes | Yes | Click reporting | AES256 |
| Word Count, Image Count, Image Sizes (pixel dimensions) | Yes | Yes | Reporting | AES256 |
Message Interaction Data
| DATA ELEMENT | REQUIRED | STORED | PROCESSING | ENCRYPTION |
|---|---|---|---|---|
| Device OS, Browser Version, Date & Time | Yes | Yes | Reporting analytics | AES256 |
| Message ID | Yes | Yes | Reporting analytics | SHA256 |
| Recipient ID | Optional based on Measurement Mode | 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 ELEMENT | 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 (secs open) | ✔
|
✔
|
✔
|
| Clicks (link name and url) | ✔
|
✔
|
✔
|
