Secure Data Exports

Ensuring the security of your exported data - especially the personal data of your contacts - is a top priority.

Engage offers several tools that help you to keep your export data as secure as possible.

Control Data Access with Roles and Permissions​

We recommend that you regularly review your system roles and permissions to review which team members can access and export personal data.

Engage uses roles and permissions to grant users access to information and functions in the system. Certain permissions grant access to personal data for contacts. In many countries, there are regulations or guidelines that aim to protect collected data by keeping it secure. One method for protecting personal data from potential abuse is to limit who has access to it.

Engage offers permissions that limit access to contact data, billing data, and tracking data. You can enable these permissions for specific system roles. You can then assign these roles to users that should have access to view, download, or export personal data.

The following permissions, when enabled for a system role, allow access to different types of personal data:

Data Security for Reports​

Reports are created as an Excel file. Engage sends a link to the email address of the system user who created the report. The system user must log in to Engage a second time before it is possible to download the file. This process requires system users to confirm their identity and password before downloading sensitive data. This step adds additional security to your report data.

The best way to ensure the security of your report data is to make sure that system roles and permissions are carefully managed.

The following system permissions control the ability to generate and download reports:

For more information, see Reports​.

Data Security for Tracking Information (Raw and Processed Data) ​

The following system permissions control the ability to generate and download exports:

Permission Name	Permission ID
Data Import and Export: Export User Data	229
Data Import and Export: Configure Cloud Exports 1.0	154
CMS: Export Landing Page Tracking Data	1503
Data Import and Export: Create, Edit, and Download Raw Data Exports	163
Data Import and Export: Export User Data	229
Data Import and Export: Export Sensitive User Data This permission only applies to Raw Data Exports. The Raw Data Exports contain user agent string data which should be handled especially carefully.	255

The Cloud Exports, Raw Data Exports, and Simplified Data Exports are transferred to a server (for example, an SFTP server) and are not available for direct download.

We recommend that you use transfer security to encrypt the user name and password data for the server.

The ​Transfer Security​ function provides different ways of managing sensitive Engage system data. This function is used when sensitive data is transferred via import or export with an external system. This data is entered in input fields in Engage.

With transfer security, a Engage Variable is created and inserted in place of the actual login data. During data transmission to the external system, the variable is replaced with the actual value (for example, the password). This protects the external system against unauthorized access, even when an unauthorized user gains access to the Engage system. The password cannot be discovered via input fields in Engage. In Engage, various types of user-specific sensitive data can be encrypted for secure transfer.

For more information, see Credentials Options​.