Data Privacy and Security Information Sheet:
Proofpoint Email Protection

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The purpose of this document is to provide customers of Proofpoint’s cloud-based Email Protection service with the information necessary to assess how the product can support and enhance their data privacy strategy.

Email Protection – Product Statement

Proofpoint Email Protection scans and processes emails that flow through its secure email gateway to protect organizations from advanced email threats. Email Protection is powered by NexusAI, Proofpoint’s advanced machine learning technology, and integrates with a range of Proofpoint products to provide essential email data security and risk mitigation.

Information Processed by Proofpoint’s Email Protection Service

Email Protection filters and processes inbound and outbound emails, collecting and analyzing data in those emails to detect threats. This includes limited personal data embedded in the emails.

The following is an example of a dangerous email that could be sent to your employees.  Utilizing Email Protection’s predefined email filter criteria, this email would be stopped by Email Protection. Personal data elements processed by Email Protection are identified in the blue boxes. The questions are examples of the filter queries applied to email data and do not represent a comprehensive review.

Figure 1: Proofpoint Email Protection

Customer Access to Email Protection Data and Privacy Options

Email Protection may be accessed by the customer’s administrator or authorized users.  Processing and filtering results are made available to authorized users through the Email Protection service console.

How Proofpoint Retains Records

To protect organizations from on-going threats, Proofpoint analyzes the data collected through Email Protection and applies the results to the Email Protection’s scanning and filtering process. All data collected is retained in an aggregated form until securely deleted.

Proofpoint’s Use of Subprocessors

Proofpoint utilizes subprocessors to provide its services. A comprehensive list of the subprocessors may be found on the Trust site.

Security

Proofpoint maintains a documented information security program that is aligned with the requirements of NIST 800-53 and ISO 27001. Security controls include the following:

  • Data in transit is protected using HTTPS/TLS.
  • Encryption at rest is accomplished using AES 256.
  • Access control mechanisms are present for physical and logical access to the facilities and the infrastructure hosting the services.
  • Proofpoint has a secure development lifecycle that is aligned with the OWASP Top 10 framework.
  • Proofpoint leverages a distributed security monitoring infrastructure to monitor for and alert on security incidents.
  • A 24-7 network operation center receives and responds to security alerts, escalating to on-call security personnel.
  • Proofpoint’s information security program undergoes an annual third-party audit in the form of a SOC 2 Type II audit for the Availability, Confidentiality, and Security trust services principles.

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Last updated May 31, 2022.