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.

Connection (Google)*

Email address

Used to identify the connection and set login hint during authorization.

Connection (Google)*

OAuth tokens

OAuth 2.0 access and refresh token. Encrypted using AES-256.

Calendar

Name

 

Calendar (Exchange)

Connection ID

Reference to Exchange connection.

Calendar (Exchange)

Mailbox

 

Calendar (Google)*

Connection ID

Reference to Google Calendar connection.

Calendar (Google)*

Address

 

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 meeting organizer"s user.

Delivery

List of attendees

Entered by user while ordering.

Delivery

External ID

Set via Meeting+ 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 (Google)*

Event ID

Google Calendar ID for the meeting.

Meeting (Google)*

Attendees

Name and address of attendees.

Meeting (Google)*

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.

 

*Google calendars are no longer supported by AskCody, and it is not possible to integrate Google calendars to the AskCody Management Portal any more.