Gdpr Related Notes

This document refers to what data the piler archive collects. If you want to read the privacy policy of THIS SITE, then read this link instead.

The piler archives emails which might contain sensitive data. The archive uses the following measures to protect your data:

• using TLS encryption during the smtp transaction if the smtp client supports it (set tls_enable=1 in piler.conf, and create piler.pem)
• the piler smtp daemon supports smtp acl lists to limit access to who can send emails to the archive
• pilerimport supports both pop3 and imap over TLS
• all stored emails are encrypted using a 256 bit long key using the AES algorithm (Note: 128 bit Blowfish for legacy archived emails with older piler releases)
• all emails are accessible for user piler only (not counting root privileged accounts)
• the piler daemons syslog the smtp client address, the recipients of the email, the smtp commands in the transaction, message-id of the email, number of attachments
• the textual content of the email is written to a mysql table first. This table is read and then emptied by the indexer utility writing a sphinx index database
• the GUI supports 2 factor authentication using the Google Authenticator application
• the GUI syslogs all login attempts
• the GUI writes an audit log for each user action, eg. user search for something, user viewed an email, etc. Such a log consist of the username, timestamp, IP-address and the performed action
• the GUI uses strict access control to limit users to see only their own emails (users with auditor roles are able to see any email)
• if the delete feature is turned on, then an auditor user may remove a message if it contains sensitive personal data
• if the purging feature is enabled, then the purging utility periodically removes aged messages from the archive
• the legal hold feature can be used to prevent removing a user’s emails even if some of those emails are aged and marked for deletion