Data Retention Policy

Data Type

Retention Period

Justification

Threat Data

Relevant to Defend and functionality within the Egress Security Center

18 months rolling for access to in-depth reporting analysis, and for internal analysis by us of identified and potential threats.  This may include data identified by the Services as malicious or a potential inbound threat (such as malware, ransomware or cyberattack).

This data is required to enable Defend to deliver risk alerts, and inform users why a risk has been scored.

It is also used to provide trend and risk analysis and reporting for Customers and their applicable Users through functionality within the Egress Security Center.

Threat Data

Relevant to Defend and functionality within the Egress Security Center

10 years retention of email addresses and messages confirmed as malicious.

This is retained for performance of the Group’s agreements with Customers, and for its own legitimate interests in providing secure Services to its Customers and ensuring that new threats are identified and responded to accordingly by the Defend Service. It is also retained for preventing fraud and other security risks, and complying with its legal obligations

Threat Data

Relevant to Defend and functionality within the Egress Security Center

The interaction between two email addresses is retained for the duration of the Customer’s agreement with the relevant Group company, and for up to 30 calendar days thereafter.

This is retained for performance of the Group’s agreements with Customers and for its own legitimate interests in providing secure Services to its Customers and ensuring that new threats and malicious emails are identified and responded to accordingly by the Defend Service.

The interaction between two email addresses is also used to provide trend and risk analysis and reporting for Customers and their applicable Users through functionality within the Egress Security Center.

Defend Audit Logs

For the duration of the Customer’s agreement with the relevant Group company, and for 90 calendar days thereafter.

These are retained in order to enable the Group to correlate user activity and support any security events.

Data Type

Retention Period

Justification

Logs (System)

Up to 1 year

These are retained for troubleshooting, identifying recurring trends, prevention of fraud and other security purposes.

These are retained to enable performance of the Group’s agreements with Customers, and for its own legitimate interests in preventing fraud and other security risks within its Services and Software, and complying with its legal obligations.

App Insight Logs (Application)

Deleted after 30 days

These are retained for troubleshooting and identifying recurring trends.

These are retained to enable performance of the Group’s agreements with Customers, and for its own legitimate interests in preventing fraud and other security risks within its Services and Software, and complying with its legal obligations.

Defend Application Logs

Deleted after 90 days

These are retained for troubleshooting and identifying issues such as failures/restarts, data connection events and other service operational events.

Dedicated hosted ESI

For the duration of the Customer’s agreement with the relevant Group company, and for up to 30 calendar days thereafter.

This is maintained in this manner to coincide with decommissioning of Customer’s relationship with the Group.

Protect

90 calendar days from the date that the data is received by or last accessed on the Egress Web Access servers.

Note: this applies each time that the data is received (e.g. each time an email is forwarded or replied to this creates a new Secure Email package that is processed and retained for 90 days).

This ensures that recipients accessing Content on the reader services have a copy of the data for the Service to decrypt for it to be viewed.

This data is retained in this way to enable the Group to perform its agreement with the Customer, User or recipient (as applicable).

Protect Large File Transfer

Default period of 90 calendar days from initial transfer or last package access (unless a shorter/longer period is requested and justified by a Customer).

NOTE: If a Protect package retention is reached this data is removed.

This ensures that recipients accessing Content on the transfer services have a copy of the data for the Service to decrypt. The length can be increased or decreased at Customer request as the neither sender nor recipient have a copy of the data.

This data is retained in this way to enable the Group to perform its agreement with the Customer, User or recipient (as applicable).

Protect Audit Logs

For the duration of the Customer’s agreement with the relevant Group company, and for 30 calendar days thereafter.

For hosted ESIs these are retained until the Customer’s instance is decommissioned following expiry or termination of its agreement with the relevant Group company.

These are retained to enable Customers to review audit logs and ensure access to the Services that they have purchased is set correctly.

They are also retained for performance of the Group’s agreements with Customers, and for its own legitimate interests in providing secure Services to its Customers.

Large File Transfer Audit Logs

For the duration of the Customer’s agreement with the relevant Group company, and for 30 calendar days thereafter.

For hosted ESIs these are retained until the Customer’s instance is decommissioned following expiry or termination of their agreement with the relevant Group company.

These are retained to enable Customers to review audit logs and ensure access to the Services that they have purchased is set correctly.

They are also retained for performance of the Group’s agreements with Customers, and for its own legitimate interests in providing secure Services to its Customers.

Data Type

Retention Period

Justification

Logs (System)

Up to 1 year

These are retained for troubleshooting, identifying recurring trends, prevention of fraud and other security purposes.

These are retained to enable performance of the Group’s agreements with Customers, and for its own legitimate interests in preventing fraud and other security risks within its Services and Software, and complying with its legal obligations.

App Insight Logs (Application)

Deleted after 30 days

These are retained for troubleshooting and identifying recurring trends.

These are retained to enable performance of the Group’s agreements with Customers, and for its own legitimate interests in preventing fraud and other security risks within its Services and Software, and complying with its legal obligations.

Dedicated hosted ESI

For the duration of the Customer’s agreement with the relevant Group company, and for up to 30 calendar days thereafter.

This is maintained in this manner as once deleted, no previously encrypted emails will be accessible either for the Customer or for any of their 3^rd party recipients.  This provides time for Content to be decrypted and downloaded prior to deletion.

Dedicated hosted ESI Audit logs

Indefinitely.

This is a requirement of the Commercial Product Assurance accreditation (please see more information here: https://www.egress.com/security/certifications#cpa 

Dedicated on-premise ESI hosted by the customer

Not applicable as the Group is not in control of hosting this Service.

The Group will revoke the Customer’s federation certificate promptly following expiring or termination of the Customer’s agreement with the relevant Group company which will disable use of the ESI Service.

The Group revokes the federation certificate in order to prevent continued use of the Service after the relevant Customer’s Subscription Period has expired or been terminated by either party.

Deployment Type

Retention Period

Justification

On-Premise Customer deployment

Defined by the Customer

This is set-up in accordance to Customer requirements.

Fully hosted by the Group

Indefinitely (unless the Customer expressly requests deletion of encryption keys)

This is set-up in accordance to Customer requirements.

Encryption keys are kept for an indefinite amount of time (unless requested otherwise by the Customer) to allow access to historic packages to/from other recipients of the relevant Service.

Secure Workspace

For the duration of the Customer’s agreement with the relevant Group company, and for up to 30 calendar days thereafter. Customer may use configuration options to adjust retention periods.

Acting as a long-term file store, Customers should set their own retention policy as to how long their organisation should store their Content in this Service.

This data is retained in this way to enable the Group to perform its agreement with the Customer.

Secure Workspace Audit Logs

For the duration of the Customer’s agreement with the relevant Group company, and for 30 calendar days thereafter.

These are retained to enable Customers to review audit logs and ensure access to the Services that they have purchased is set correctly.

These are retained for performance of the Group’s agreements with Customers, and for its own legitimate interests in providing secure services to its Customers.

Data Type

Retention Period

Justification

Logs (System)

Up to 1 year

Note: Customers can request that these are kept for longer e.g. for meeting regulatory requirements.  This will be agreed on a case-by-case basis with the requesting Customer.  If you purchase SIEM, then these logs will be retained for a year.

These are retained for troubleshooting, identifying recurring trends, prevention of fraud and other security purposes.

These are retained to enable performance of the Group’s agreements with Customers, and for its own legitimate interests in preventing fraud and other security risks within its Services and Software, and complying with its legal obligations.

App Insight Logs (Application)

Deleted after 30 days

These are retained for troubleshooting and identifying recurring trends.

These are retained to enable performance of the Group’s agreements with Customers, and for its own legitimate interests in preventing fraud and other security risks within its Services and Software, and complying with its legal obligations.

Dedicated hosted ESI

For the duration of the Customer’s agreement with the relevant Group company, and for up to 30 calendar days thereafter.

This is maintained in this manner to coincide with decommissioning of Customer’s relationship with the Group.

Deployment Type

Retention Period

Justification

Fully hosted by the Group

Duration of a folder or zone existing

Once items delete (or delete from the recycle bin) permanently, the associated encryption keys for that content are also deleted.

Webforms

This is dependent on the Customer’s requirements and how it wishes to receive the submissions. This can be via Secure Email and/or Large File Transfer and/or Secure Workspace – see below for more details.

These are determined by the destination. No data is stored by the Webform Service after it has been successfully processed and delivered to the receiving system.

Secure Webform Audit Logs

For the duration of the Customer’s agreement with the relevant Group company, and for 30 calendar days thereafter.

For hosted ESIs these are retained until the Customer’s instance is decommissioned following expiry or termination of its agreement with the relevant Group company.

These are retained to enable Customers to review audit logs and ensure access to the Services that they have purchased is set correctly.

They are also retained for performance of the Group’s agreements with Customers, and for its own legitimate interests in providing secure Services to its Customers.

Data Type

Retention Period

Justification

Logs (System)

Up to 1 year

These are retained for troubleshooting, identifying recurring trends, prevention of fraud and other security purposes.

These are retained to enable performance of the Group’s agreements with Customers, and for its own legitimate interests in preventing fraud and other security risks within its Services and Software, and complying with its legal obligations.

App Insight Logs (Application)

Deleted after 30 days

These are retained for troubleshooting and identifying recurring trends.

These are retained to enable performance of the Group’s agreements with Customers, and for its own legitimate interests in preventing fraud and other security risks within its Services and Software, and complying with its legal obligations.

Respond

(formerly Investigate, e-Discovery & Analytics, and Vault)

For the duration of the Customer’s agreement with the relevant Group company, and for up to 30 calendar days thereafter.

Acting as a long-term archive, Customers should set their own retention policy as to how long their organisation should store their Content in this Service.

This data is retained in this way to enable the Group to perform its agreement with the Customer.

Respond Audit Logs

(formerly e-Discovery & Analytics, and Vault)

For the duration of the Customer’s agreement with the relevant Group company, and for 30 calendar days thereafter.

For hosted ESIs these are retained until the Customer’s instance is decommissioned following expiry or termination of its agreement with the relevant Group company.

These are retained to enable Customers to review audit logs and searches.

They are also retained for performance of the Group’s agreements with Customers, and for its own legitimate interests in providing secure Services to its Customers.

Dedicated hosted ESI

For the duration of the Customer’s agreement with the relevant Group company, and for up to 30 calendar days thereafter.

This is maintained in this manner as once deleted, no previously encrypted emails will be accessible either for the Customer or for any of their 3^rd party recipients.  This provides time for Content to be decrypted and downloaded prior to deletion.

Dedicated on-premise ESI hosted by the customer

Not applicable as the Group is not in control of hosting this Service.

The Group will revoke the Customer’s federation certificate promptly following expiring or termination of the Customer’s agreement with the relevant Group company which will disable use of the ESI Service.

The Group revokes the federation certificate in order to prevent continued use of the Service after the relevant Customer’s Subscription Period has expired or been terminated by either party.

Deployment Type

Retention Period

Justification

On-Premise Customer deployment

Defined by the Customer

This is set-up in accordance to Customer requirements.

Fully hosted by the Group

Indefinitely (unless the Customer expressly requests deletion of encryption keys)

This is set-up in accordance to Customer requirements.

Encryption keys are kept for an indefinite amount of time (unless requested otherwise by the Customer) to allow access to historic packages to/from other recipients of the relevant Service.

Data Type

Retention Period

Justification

Salesforce Support Tickets and Chat history

6 years from last update of support case.

This information is retained to enable the Group to learn from previous activity, and to enable continuity of service if a Customer or user quotes a support ticket reference in future correspondence.

This data is retained in this way for the Group’s legitimate interests of providing support on its Services, and enabling good and consistent Customer service.

Infrastructure security logs sent to SIEM

Up to 1 year

This is required to help in the assistance of an investigation and performance review.

Data Type

Retention Period

Justification

Logs (System)

Up to 90 days

Note: these logs are created by the Egress app based on information provided by the Group’s Egress Secure Infrastructure (ESI) system.  They are generated and returned based on user actions within the Egress app.

These are retained for troubleshooting, identifying recurring trends, prevention of fraud and other security purposes.

These enable the Group’s performance of its agreements with Customers and Users, and for its own legitimate interests in preventing fraud and other security risks within its Services and Software, and complying with its own legal obligations.