Product Processing

Core Email Protection API (fka Adaptive Email Security)

Employees, contractors

Email sender and recipient names, subject line, header data, email addresses, IP addresses, all personal information contained in body of email and attachments.

Cloud-based email protection solution that employs a fully integrated layer of behavioral AI to help detect and prevent inbound business email compromise and lateral phishing while providing end-users with in-moment warning banners to help them decide whether an email is safe.

Categories of data retained for term of contract plus 35 days, except for Threat Analytics, which are retained for up to 18 months after collection

As applicable, full body email content is retained for 6 months from processing

Browser, E-mail Isolation and TAP URL Isolation

Employees, contractors

Email addresses, user site cookies, and browser history, and browser registration information (data center location, browser user-agent string).

Isolation is a remote, web-based browser that protects against URL threats by stripping all active content from requested sites and rendering a safe version of the page back to the end user. Isolation policies determine what users and URLs are isolated and what content and user actions are allowed in Isolation.

Up to 365 days after collection

CASB / Proofpoint Account Takeover Protection

Employees, contractors

Cloud account holder metadata (e-mail addresses, names, position), file metadata and cloud account access logs, cloud application usage data.

Cloud Account Defense helps Customer detect suspicious activities around Customer’s cloud accounts and identify compromised cloud accounts.

Cloud App Security Broker uses policies to prevent the loss of Customer’s sensitive or confidential data contained in Customer’s cloud accounts. CASB IaaS Protection helps customer identify its IaaS resources, protect sensitive data within IaaS storage, and monitor and stop unauthorized logins to Customer’s Cloud accounts.

Proofpoint Account Takeover Protection helps Customer detect and remediate cloud account takeover attacks and identity suspicious activities around Customer’s cloud accounts.

As in accordance with Controller’s selected retention period and up to a maximum period of 366 days

Threat Analytics, data is retained for up to 18 months after collection

File metadata for sensitive files is retained for 36 months after collection

Cloud Threat Response (SaaS Version of TRAP)

Employees, contractors, customers any other individual sending or receiving emails via Customer’s corporate email system.

Email attachment file name, URLs in email, sender / receiver names, subject line, header data, email addresses, IP addresses.

Cloud Threat Response is a SaaS incident management platform that includes automation to analyze and remove unwanted emails post-delivery.

Full message MIME data from user-reported emails only purged every 90 days from processing

The retention of Threat Response Data is contingent on the Customer’s use of PhishAlarm / PhishAlarm Analyzer

Cloudmark Active Filter, Authority, Content Categories, Insight Server, and Sender Intelligence; Cloudmark Spam Reporting Service

Employees, contractors, customers

Telemetry data associated with E-mail, SMS, MMS, and RCS, including email addresses, IP addresses, phone numbers.

Cloudmark products leverage intelligent threat analysis to provide email and mobile messaging security against spam and malware.

30 days for messages reported by recipient as potentially harmful

30 days for messages reported by recipient as not harmful

Cloudmark Safe Messaging Cloud, Cloudmark Safe Messaging Cloud Hybrid

Employees, contractors, customers

Telemetry data associated with E-mail, SMS, MMS, and RCS, including email addresses, IP addresses, phone numbers.

Cloudmark products leverage intelligent threat analysis to provide email and mobile messaging security against spam and malware.

30 days for messages reported by recipient as potentially harmful

30 days for messages reported by recipient as not harmful

Otherwise as negotiated by Controller

Continuity

Employees, contractors, and any other individuals sending or receiving e-mails via Controller’s corporate e-mail system

Any Personal Data included in an email.

Continuity provides temporary storage of Customer inbound and outbound email within the on-demand, Web-based email. Continuity serves only as a secondary, emergency failover option in the event of failure of Customer’s email service, and not as a primary email archive solution or a primary failover solution.

Messages expire after 30 days

Digital Discover, Digital Protection, and Digital Compliance

Employees, contractors, customers, or any other individuals posting to Customer’s social media accounts

Corporate social media user account IDs, social media content, and option biographical information if included in corporate users’ account profile.

Scanning of social media platforms to find accounts affiliated with a customer for fake, fraudulent, and defamatory accounts related to the customer. Analysis of static and interactive content. Connectors to the Archive service of social media as required for compliance.

Up to 90 days from the end of Controller’s subscription, maximum

Email Data Loss Prevention (DLP)

Employees, contractors, and any other individuals sending or receiving e-mails via Customer’s corporate e-mail system

Any Personal Data included in an email.

Email DLP utilizes policies to prevent the loss of Customer’s sensitive or confidential data through email.

Up to 366 days after collection

Email Encryption

Employees, contractors, customers and any other individual sending or receiving e-mails via Customer’s corporate e-mail system

Any Personal Data included in an e-mail.

Email Encryption provides a fully integrated message encryption and decryption solution.

Encrypted message content is retained as determined by the Controller (up to 366 days)

Email Fraud Defense (EFD)

Employees, contractors, customers, and any other individual sending or receiving e-mails via Customer’s corporate e-mail system

Email header information, including email addresses, IP addresses, sender and recipient names.

EFD processes Domain-based Message Authentication, Reporting & Conformance (DMARC) aggregate reports and DMARC forensic message sample traffic for customer domains and evaluates the authenticity of senders based on sender authentication information, and to highlight traffic sent from unauthenticated and unauthorized sources.

Cloudmark forensic data is retained for 30 days after collection

DMARC forensic data is retained for 90 days after collection

DMARC non-PII aggregate data is retained indefinitely for analysis and quality control purposes

Email Exfiltration Protection

Employees, contractors

Email sender and recipient names, subject line, header data, email addresses, email attachment key words, IP addresses, all personal information contained in body of email.

Cloud-based email protection service that prevents exfiltration to unauthorized accounts, and potential loss of proprietary data and intellectual property without predefined rules or deny lists.

Categories of data retained for term of contract plus 35 days

Email Protection

Employees, contractors, and any other individuals sending or receiving e-mails via Controller’s corporate e-mail system

Any Personal Data included in an e-mail.

Email Protection includes functions such as spam detection functions to identify and classify spam messages; virus protection functions to detect and filter messages containing known viruses; zero-hour anti-virus functions to detect and filter messages containing suspicious content; a quarantine folder to analysis and disposition of suspicious content.

Up to 30 days after collection except for Threat Analytics, which are retained for up to 18 months after collection

Email Protection Supernova Engine

Employees, contractors, and customers

Email sender and recipient names, subject line, header data, email addresses, IP addresses. Also limited message body content if Customer has configured its cluster to send to Proofpoint.

Engine that identifies and detects email patterns of its customers that fall outside of the normal email flow. Used to improve detection of all types of malicious or fraudulent emails or content including credential phishing, business email compromise, and other email attacks.

90 days from date of processing

Email Threat Defense

Employees and contractors

Email sender and recipient names, subject line, header data, email addresses, email attachment key words, IP addresses, all personal information contained in body of email.

Cloud-based email defense service which uses machine learning to detect and prevent inbound email attacks, while providing end-users with in-moment contextual warning banners to help them decide whether an email is safe.

Categories of data retained for term of contract plus 35 days, except for Threat Analytics, which are retained for up to 18 months after collection

Full body email content retained for 6 months from processing

Endpoint Data Loss Protection (Endpoint DLP)

Employees, contractors

Email address, device identifier such as IP address, user information such as name and user ID, website information such as URL and page name, information such as application name, executable name, and window title.

Endpoint Data Loss Prevention deploys an endpoint agent onto designated laptop, desktop and server devices owned or controlled by data controller. These Agents capture metadata recorded from the activities of licensed Users and the telemetry data is stored on Proofpoint’s multi-tenant Information and Cloud Security storage.

As in accordance with Controller’s selected retention period up to a maximum period of 366 days

Essentials

Employees, contractors, customers

Any Personal Data included in an e-mail.

Scanning, filtering, and routing in transit of e-mails sent to and received from parties external to the customer, via the customer’s corporate e-mail system.

If archive functionality is used, then see “Archive” above.

If TAP sandboxing is used, see TAP below.

Up to 30 days after collection except for Threat Analytics, which are retained for up to 18 months after collection

Insider Threat Management SaaS

Employees, contractors

Email address, device identifier such as IP address, user information such as name and user ID, website information such as URL and page name, Application information such as application name, executable name, and window title. Additionally, ITM has the capability to capture screen content, which is configured and controlled by the customer. Screen capture could include any additional personal data displayed on the user’s screen.

ITM deploys an endpoint agent onto designated laptop, desktop and server devices owned or controlled by data controller. The agents collect telemetry data about the activities of the device users, the data subjects. If enabled by data controller the agents can also capture screenshots of the users’ device activities. Customer solely determines whether to enable the screen capture capabilities, and the data retention period of such content. The telemetry and screen capture data is stored on Proofpoint’s multi-tenant ITM SaaS storage.

As In accordance with Controller’s selected retention period up to a maximum period of 366 days

Internal Mail Defense (IMD)

Employees, contractors

Any Personal Data included in an e-mail.

IMD leverages Email Protection and TAP features to protect Customer’s internal email communications against spam and malicious content.

Up to 30 days after collection except for Threat Analytics, which are retained for up to 18 months after collection

Misdirected Email Protection

Employees, contractors

Email sender and recipient names, subject line, header data, email addresses, email attachment key words, IP addresses, all personal information contained in body of email.

Cloud-based email protection service that prevents accidental data loss from misdirected emails and misattached files, preventing sensitive information being inadvertently sent to an unintended recipient.

Categories of data retained for term of contract plus 35 days

Nexus People Risk Explorer (NPRE)

Employees, contractors

Names, e-mail addresses, any Personal Data contained in Threat Analytics.

Cloud application usage and user data is collected for NPRE customers owning CASB and TAP.

Proofpoint Nexus People Risk Explorer leverages people centric security data from Proofpoint’s Targeted Attack Protection, Security Awareness Training, Cloud Account Defense and Cloud Account Security Broker to provide insights into the types, severity and frequency of threats targeted at Customer and its employees.

Up to 12 months after collection

Anti-Phishing Suite: includes PhishAlarm and PhishAlarmAnalyzer

Employees, contractors

Name E-mail address Any Personal Data included in an e-mail.

Routing and scanning suspicious emails reported by the end users with the PhishAlarm button. PhishAlarm Analyzer delivers highly responsive identification of phishing attacks in real time. Emails reported via PhishAlarm & PhishAlarm Analyzer are accessed and categorized and they are immediately available to Customer’s response teams.

Up to 30 days from the end of Controller’s subscription maximum; with the exception of Threat Analytics, which are retained for up to 18 months after collection

Proofpoint Archive (previously, Enterprise Archive)

Employees, contractors, and customers

Any Personal Data included in captured content (including e-mails, instant messages, social media content, associated message telemetry and attachments).

Archive is a cloud-based archiving solution designed for legal discovery, regulatory compliance and data access for Customer’s end users, and it provides a central, searchable repository that supports a wide range of content types.

As determined by the Controller

Proofpoint Automate (previously, NexusAI for Compliance)

Employees, contractors, and customers

Any personal data included in captured content (including e-mails, instant messages, social media content, associated message telemetry and attachments).

NexusAI for Compliance uses machine learning to evaluate supported archived messages (such as email, social media, collaboration platforms, and mobile messages) flagged for Customer’s review by Proofpoint’s Supervision (previously Intelligent Supervision) product.

Up to 24 hours from the end of Controller’s subscription, maximum

Proofpoint Capture (previously, Content Capture)

Employees, contractors and customers

Any personal data included in captured content (including e-mails, instant messages, social media content, associated message telemetry and attachments.

Content Capture captures content from supported messaging and Cloud storage platforms and delivers it compliance services such as e-discovery, archive and supervision.

Up to 90 days from the end of Controller’s subscription, maximum

Proofpoint Certification Exam

Individual exam takers, customers, employees, contractors, and partners

Name, email address, training and/or exam completion status including pass/fail and scores.

Proofpoint Certification Exam allows individuals to take exams covering different Proofpoint products and technologies. Exam takers will receive a Proofpoint subject matter certification for each individual exam they pass.

Indefinite unless otherwise agreed upon by the parties

Proofpoint Certification Exam Training

Individual exam takers, customers, employees, contractors, and partners

Name, email address, training and/or exam completion status including pass/fail and scores.

Proofpoint Certification Exam Training provides access to live instructor-led and online self-paced training courses to prepare exam takers for the Proofpoint Certification Exam.

Learning transcripts are retained for the term of contract with Proofpoint

Proofpoint Collab Protection

Customers and their employees

Any URL accessed by user through web navigation.

Provides browser level threat protection to help protect users from URL based attacks. Includes protection for URLs delivered through channels such as collaborative apps (Slack, Teams), messaging apps (Messenger, WhatsApp), and social media (LinkedIn, Facebook). Reporting for Collab Protection is available in the TAP Dashboard.

Malicious URLs are maintained for 18 months from date of collection

Proofpoint Data Security Posture Management (DSPM)*

*applicable only when the customer has deployed DSPM as a Proofpoint hosted solution

Employees, contractors, customers

List of data stores in cloud accounts, their access permissions, data classification of the data stored, and references (pointers) to the data within the store that drives the data classification.

Scanning of customers data stored at rest within IaaS, PaaS, SaaS or On-prem to find sensitive information (PII, PHI, PCI, Etc.).

6 months retention from processing

Proofpoint Intelligent Classification and Protection

Employees, contractors, customers and any individual viewing the document

Any Personal Data included in a document.

Automatically locates and identifies sensitive and business-critical data to enhance existing data protection solutions such as labelling, encryption, access Control, data loss prevention, CASB and suggests protection rules and/or policies to the Customer.

Up to 90 days from the end of Controller’s subscription, maximum

Proofpoint Patrol (previously, Content Patrol)

Employees, contractors and customers

Any personal data included in captured content including e-mails, instant messages, social media content, associated message telemetry and attachments.

Content Patrol allows Customers to capture, monitor, remediate and generate compliance reports about their end users’ activities on Customer controlled social media accounts.

Up to 90 days from the end of Controller’s subscription, maximum

Proofpoint SaaS & Identity Posture Management

Employees, contractors, and customers

Source IPs, user names, email addresses, group membership, employment and personal information (e.g., start date, title) in the customer’s environment and SaaS tenants. Configuration settings to the customer’s SaaS Identity Providers and SaaS applications.

Automatically discovers, prioritizes, and guides the remediation of security risks with SaaS applications and identity providers. It also provides visibility into unsanctioned SaaS applications.

Up to 30 days from the end of subscription

Proofpoint Shadow (On-premises)

Employees, contractors, and customers

The on-premises product processes source IPs, user names, email addresses, group membership, physical addresses for any address configured in Active Directory, employment information (e.g., start date, title) in the customer’s environment. In addition, the product processes connections to on-prem hosts (using hostnames or IPs) and external hosts (using IPs only), using various protocols like FTP, SSH, RDP, Telnet, Share (SMB), OS login. If forensics is enabled, the product also processes file names users created, edited or removed, processes logged in users run and screenshots of users triggered incidents (by default not fetched. Fetched only if customer opted in).

An identity threat detection and response solution that stops bad actors from moving laterally through a customer’s environment by transforming endpoints into deceptions. Threat detection is accelerated by identifying the bad actor’s interaction with the endpoint deceptions.

Customers retain and store their own data pursuant to their record retention policies and/or guidelines

Proofpoint Shadow (SaaS)

Employees, contractors, and customers

Source IPs, user names, email addresses, group membership, physical addresses for any address configured in Active Directory, employment information (e.g., start date, title) in the customer’s environment. In addition, the product processes connections to on-prem hosts (using hostnames or IPs) and external hosts (using IPs only), using various protocols like FTP, SSH, RDP, Telnet, Share (SMB), OS login. If forensics is enabled, the product also processes file names users created, edited or removed, processes logged in users run and screenshots of users triggered incidents (by default not fetched. Fetched only if customer opted in).

An identity threat detection and response solution that stops bad actors from moving laterally through a customer’s environment by transforming endpoints into deceptions. Threat detection is accelerated by identifying the bad actor’s interaction with the endpoint deceptions.

Up to 12 months after collection

Proofpoint Spotlight (On-premises)

Employees, contractors, and customers

The on-premises product processes source IPs, user names, email addresses, group membership, physical addresses for any address configured in Active Directory, employment information (e.g., start date, title) in the customer’s environment. In addition, the product processes connections to on-prem hosts (using hostnames or IPs) and external hosts (using IPs only), using various protocols like FTP, SSH, RDP, Telnet, Share (SMB), OS login.

An identity threat detection and response solution that automatically discovers, prioritizes, and remediates identity vulnerabilities in a customer’s corporate environment including structure misconfigurations in Active Directory and Azure AD, exposed credentials on customer endpoint devices, and shadow admin threats.

Customers retain and store their own data in Spotlight for up to 12 months

Proofpoint Spotlight (SaaS)

Employees, contractors, and customers

Source IPs, user names, email addresses, group membership, physical addresses for any address configured in Active Directory, employment information (e.g., start date, title) in the customer’s environment. In addition, the product processes connections to on-prem hosts (using hostnames or IPs) and external hosts (using IPs only), using various protocols like FTP, SSH, RDP, Telnet, Share (SMB), OS login.

An identity threat detection and response solution that automatically discovers, prioritizes, and remediates identity vulnerabilities in a customer’s corporate environment including structure misconfigurations in Active Directory and Azure AD, exposed credentials on customer endpoint devices, and shadow admin threats.

Up to 6 months after collection

Proofpoint Takedown

Employees, contractors

Email header information, including email addresses, IP addresses, sender and recipient names.

Proofpoint Takedown helps Customers safeguard against URL and domain-based attacks. Customers submit a takedown request to initiate the process of mitigating malicious domain and URL activity targeting Customer.

Takedown submissions retained indefinitely

Proofpoint Track (previously, Compliance Gateway)

Employees, contractors, and customers

Any personal data included in captured content including emails, instant messages, social media content, associated message telemetry and attachments.

Compliance Gateway acts as a central hub to filter and route message content to Customer’s archive, supervision, and analytic systems.

Up to 14 days from the end of Controller’s subscription

Secure E-Mail Relay (SER)

Employees Contractors, any recipients of bulk emails sent via Customer’s corporate email system

Name, email address, any Personal Data included in an email.

Secure Email Relay (SER) is a hosted, multi-tenant solution that puts Customer in control of applications that send email using Customer’s owned or controlled domains. It adds a layer of security to each application and distributes the email to the Internet in a DMARC-compliant fashion after Proofpoint AS/AV checks are performed. SER may only be used for delivery of emails that comply with applicable bulk or unsolicited message laws.

Up to 30 days from the end of Controller’s subscription

Targeted Attack Protection (TAP)

Employees, contractors, customers any other individual sending or receiving e-mails via Customer’s corporate e-mail system

Name, e-mail address, any Personal Data included in an e-mail.

TAP identifies and protects against malicious URLs and malicious attachments in emails using a dynamic malware analysis engine.

Up to 30 days after collection except for Threat Analytics, which are retained for up to 18 months after collection

Threat Response Auto-pull (TRAP) (on-premises version of Cloud Threat Response)

Employees, contractors, customers, and any other individual sending or receiving e-mails via Customer’s corporate e-mail system

Name, email address, any Personal Data included in an email.

TRAP is an on-premises incident management platform that includes automation to analyze and remove unwanted emails.

Retention of closed incidents is established by Controller

Full message MIME data purged every 30 days for closed incidents

Web Security

Employees, contractors

User email address and name and (optional phone number) and web traffic events selected by customers.

Web Security deploys an endpoint agent onto designated laptop, desktop and server devices owned or controlled by data controller. The agents directs web traffic of the device users to a cloud proxy. The proxy decrypts the SSL connection and inspect traffic to enforce policies set by the customer admins.

Up to 90 days from the end of Controller’s subscription

ZenGuide (fka Proofpoint Security Awareness aka PSAT)

Employees, contractors

Name, e-mail address, and additional data fields selected by the customer for upload to ZenGuide from customer’s Active Directory.

Comprehensive approach to cybersecurity education, leveraging diverse learning methods to enhance organizational security.

Up to 90 days from the end of Controller’s subscription maximum; however, during Controller’s subscription, Controller’s admins may make changes to and delete users

Zero Trust Network Access (formerly Meta)

Employees, contractors

User email address and name and (optional phone number) and intranet traffic events such as accept/drop events and DNS queries (customer has the option to enable or disable logging internet traffic events).

Meta overlays a zero-trust network on top of customer’s corporate network. Users access the corporate network by connecting to the Meta network layer through a VPN with their login credentials. Once logged into the Meta network each user is assigned a unique identity that connects to the data exporter’s underlying corporate network and access to assets within the data exporter’s corporate network is accessed based on the user’s unique identity.

Up to 90 days from the end of Controller’s subscription