Personally identifiable information
AI summary
Rencore Governance collects and stores usernames, email addresses, URLs, and metadata from Microsoft 365, SharePoint, Teams, and other services, with all personally identifiable information encrypted. You can delete this data at any time by removing encrypted storage tables or requesting a complete data purge from the support team. The tool scans metadata only, not file or message content, though sensitive information in filenames will be included in the stored data.
Rencore Governance stores usernames and e-mail addresses, URLs, titles, and other metadata of the collected data like Site CollectionsSite collectionA site collection is the top-level SharePoint container that holds a root site, its subsites, lists, libraries and files.Read more, Sites, Lists, TeamsMicrosoft TeamsMicrosoft Teams is the Microsoft 365 app for chat, meetings and team collaboration.Read more, etc (for more information regarding GDPR click here). The collected customer data can be removed at any time by removing the encrypted storage tables belonging to the customer.
All PII information is encrypted and is categorized by:
Personally identifiable information (PII)
- Most of the data scanned by Rencore Governance is user data and therefore can be identified as personally identifiable information.
- All entity data scanned and stored is encrypted (see Rencore Governance Security Overview).
- The logs store user data such as user IDs, user login names and URLs. The logs are encrypted using built-in AzureMicrosoft AzureMicrosoft Azure is the Microsoft cloud platform for virtual machines, web apps and other cloud resources.Read more encryption.
On GDPR demand all of this data can be purged (including backups). In case any data should not be scanned it is possible to enable/disable specific services (e.g. Entra IDMicrosoft Entra IDMicrosoft Entra ID, formerly Azure Active Directory, is the Microsoft identity service behind every Microsoft 365 tenant.Read more auditing). Rencore Governance only scans metadata (e.g. filename), not actual content (e.g. file content, message content…).
Sensitive PII
Only metadata is scanned, not content. If filenames contain data such as social security numbers, names, or emails this data will be added to Rencore Governance as well.
The following data is currently available for users in Rencore Governance and directly is connected to identify users:
| Connector | Object | Personal data stored |
|---|---|---|
| Microsoft 365 | Users | The user |
| Microsoft 365Microsoft 365Microsoft 365 is the Microsoft cloud suite of Teams, SharePoint, OneDrive, Exchange and the Office apps.Read more | User Activity Report | The user |
| Microsoft 365 | Groups | Owners, Members |
| Microsoft 365 | Licenses | Assigned users |
| Microsoft 365 | Apps | Assigned users |
| SharePoint | Sites | Site ownersWorkspace ownerA workspace owner is an owner of a Microsoft 365 workspace, such as a Team, a SharePoint site or a group.Read more |
| SharePoint | File sharingSharing linkA sharing link is a link in SharePoint or OneDrive that grants access to a file or folder, sometimes to people outside your organization.Read more | Created by, Modified by, Invited user |
| Teams | Team | Owner. Group owners and members are stored with the Microsoft 365 groupMicrosoft 365 groupA Microsoft 365 Group is the membership object behind many Microsoft 365 workspaces.Read more. |
| Power Automate | Flow | Creator |
| Power Apps | Canvas appCanvas appA canvas app is a Power App whose screens you design freely, by dragging controls onto a canvas and connecting them to data.Read more | Created by, Owner, Modified by, Last published by |
| OneDrive | OneDriveOneDriveOneDrive is the personal file storage of each Microsoft 365 user. The OneDrive connector of Rencore Governance, part of the Digital Workplace module, inventories every OneDrive with its files, folders and file sharing.Read more | Owner |
| OneDrive | File sharing | Created by, Modified by, Invited user |
| Entra ID | Directory audit | All properties |
| Entra ID | Sign-ins | All properties |
Frequently asked questions
What personal data does Rencore Governance collect?
Rencore Governance collects usernames, email addresses, URLs, titles, and other metadata from Microsoft 365, SharePoint, Teams, OneDrive, and Entra ID.
Is all the collected data encrypted?
Yes. All entity data scanned and stored is encrypted, and logs are encrypted using built-in Azure encryption.
Does Rencore Governance scan the content of files and messages?
No. Rencore Governance only scans metadata such as filenames, not actual content such as file content or message content.
What happens if sensitive data like social security numbers appear in a filename?
If filenames contain sensitive data such as social security numbers, names, or emails, that data will be added to Rencore Governance.
Can I prevent certain types of data from being collected?
Yes. You can turn off specific services such as Entra ID auditing to prevent certain data from being scanned.
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