Data Categories and Data Subjects

Learn the different data categories and subjects processed by AskCody

As an AskCody Customer, the Customer may submit Personal Data, data categories and data subjects to the AskCody Platform using our different modules and features. The extent of which is determined and controlled by the Customer (Data Controller) in its sole discretion, and which may include, but is not limited to the following categories of Personal Data relating to the following categories of data subjects:

Employees of Customer and Customer’s Users authorized by Customer to use the Services (who are natural persons)
Internal service vendors (Canteen, Facilities Management, or others)
Visitor and meeting attendees of Customer (who are natural persons)

Personal Data

First and last name
Contact information (company, email, phone, physical business address)
- Professional life data (Meeting data)
ID data
Connection data
Localization data

Meeting data is defined as:

Organizer name
Organizer email address
Meeting Title/Subject
Description
Visibility (Private/Not Private)
Start and end times
Location (e.g. “Meeting Room Charlie”)
Attendees (Name and email for attendees)
Resources (Name and email of exchange resources)
Exchange ID
Exchange Object ID (Immutable Exchange identifier for the meeting)

The Processor process Personal Data based on Personal Data being defined as:

"Personal data" means any information relating to an identified or identifiable natural person ("data subject"); an identifiable person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, or an online identifier of that person.
The Processor, AskCody, does not process Sensitive Personal Data, following the definition of "Sensitive Personal Data" as personal data, revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade- union membership; data concerning health or sex life and sexual orientation; genetic data or biometric data. Data relating to criminal offences and convictions are addressed separately (as criminal law lies outside the EU's legislative competence).
The Processor, AskCody, does not process data specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person, including identifiers such as genetic data and all data pertaining to a data subject’s health status.

Which data types and data categories do we process?

Subject	Datum	Notes
Customer	Name
Billing profile	Address line 1
Billing profile	Address line 2
Billing profile	City
Billing profile	State/Province/Region
Billing profile	Postal/zip code
Billing profile	Country
Billing profile	Billing email
Billing profile	VAT/Tax number
User	First name
User	Last name
User	Email address
User	Password	Hashed using bcrypt.
User	Active Directory GUID	Used when syncing via Active Directory.
User	Attributes	Configured by customer in AADFS.
Connection (Exchange)	Username	Mailbox of Exchange user.
Connection (Exchange)	Password	Encrypted using AES-256.
Connection (Exchange)	EWS URL	Exchange Web Services URL. Not needed for Exchange Online/Office 365.
Calendar	Name
Calendar (Exchange)	Connection ID	Reference to Exchange connection.
Calendar (Exchange)	Mailbox
Cost center	Name
Cost center	Identification
Cost center	Description
Delivery	Delivery time
Delivery	Meeting ID	Reference to meeting to deliver to.
Delivery	Meeting instance ID	Reference to meeting instance to deliver to.
Delivery	Cost center ID	Reference to cost center to bill.
Delivery	Total price
Delivery	Meeting kind	Configured by customer, typically internal/external.
Delivery	Comment	Comment by provider.
Delivery	Orderer ID	Reference to the user of the meeting organizer.
Delivery	List of attendees	Entered by user while ordering.
Delivery	External ID	Set via Meetings Services API.
Delivery	Extension attributes	Configured per customer.
Exchange organization	Tenant ID (GUID)	From Azure Active Directory. Only used in Office Store version of add-ins.
Exchange user	First name	From Azure Active Directory. Only used in Office Store version of add-ins.
Exchange user	Last name	From Azure Active Directory. Only used in Office Store version of add-ins.
Exchange user	Email address	From Azure Active Directory. Only used in Office Store version of add-ins.
Exchange user	User ID (GUID)	From Azure Active Directory. Only used in Office Store version of add-ins.
Host	Name
Host	Email address
Host	Phone number
Host	Mobile number
Host	Company name
Host	Differentiator	Used to differentiate between multiple people with the same name.
Guest	Name
Guest	Company name
Guest	Email address
Guest	Mobile number
Guest	Host ID	Reference to host the guest is visiting.
Guest	Check-in date and time
Guest	Check-out date and time
Meeting	Organizer name
Meeting	Organizer address
Meeting	Subject	Exact value depends on calendar system configuration.
Meeting	Start time
Meeting	End time
Meeting	Attendees	Name and address of attendees.
Meeting	Resources	Name and address of resources.
Meeting (Exchange)	Item ID	Exchange identifier for the meeting.
Meeting (Exchange)	Object ID	Immutable Exchange identifier for the meeting.
Meeting (Exchange)	Location	Location string from meeting.
Meeting (Exchange)	Private	Whether the meeting is private. Will mask organizer, subject, location, and description on signage products.
Meeting (Exchange)	Description	Meeting description.
Meeting instance	Calendar name
Meeting instance (Exchange)	Mailbox	Mailbox of calendar containing the meeting instance.
Meeting instance (Exchange)	Calendar ID	Reference to calendar containing the meeting instance.
Meeting instance (Exchange)	Item ID	Exchange identifier for the meeting instance.
Meeting instance (Google)*	Address	Address of calendar containing the meeting instance.
Meeting instance (Google)*	Calendar ID	Reference to calendar containing the meeting instance.
Meeting instance (Google)*	Event ID	Google Calendar ID for the meeting.
Meeting room	Location ID	Reference to meeting room location.
Meeting room	Capacity
Meeting room	Description
Meeting room	Information URL
Meeting room	Purpose IDs	References to meeting room purposes.
Meeting room	Capability IDs	References to meeting room capabilities.
Meeting room capability	Name
Meeting room capability	Description
Meeting room purpose	Name
Meeting room purpose	Description
Connection (Active Directory)	Host	Hostname of Active Directory server.
Connection (Active Directory)	Username
Connection (Active Directory)	Password	Encrypted using AES-256.
Connection (Azure Active Directory)	Domain
Connection (Azure Active Directory)	Client ID	Client ID of Azure Active Directory application.
Connection (Azure Active Directory)	Client secret	Client secret of Azure Active Directory application. Encrypted using AES-256.
Sync (Azure Active Directory)	Group Object ID	GUID of Azure Active Directory group to sync.