Short answer:
Xink securely stores and processes only basic employee directory data required for email signatures and does not handle sensitive personal data.
What data does Xink store?
Xink stores only the information necessary to generate email signatures. This typically includes:
- Employee name
- Job title
- Email address
- Phone number
- Optional fields (e.g., LinkedIn profile, headshot)
This data is either synchronized from your directory (e.g., Entra ID / Google Workspace) or managed directly within Xink.
What data does Xink NOT store?
- Passwords or login credentials for external systems
- Financial information
- Social security numbers or national IDs
- Protected Health Information (PHI)
- Email content or message body
How is the data used?
The stored data is used solely to:
- Generate and apply email signatures
- Personalize signature content per employee
- Enable campaigns and disclaimers in signatures
Xink does not use employee data for unrelated processing or external purposes.
Security and access control
- Access to the Xink portal is restricted to authorized administrators
- Role-based access control ensures users only see what they need
- Optional Single Sign-On (SSO) can be enabled via Entra ID (Azure AD)
Data ownership and responsibility
Customers retain full control over their data:
- You decide which fields are stored and used
- You control synchronization from your directory
- You can update or remove employee data at any time
Compliance considerations
- Xink is designed to align with general data protection practices (e.g., GDPR)
- It does not process sensitive data such as PHI
- Compliance requirements depend on how customers use their email systems
Summary
- Xink stores only basic employee directory data
- No sensitive personal or health data is processed
- Data is used strictly for email signature functionality
- Customers maintain full control over their data
