Howto:FAQ - Data Storage and Deletion

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Contents

Applies To

  • all innovaphone devices from V13
  • Fax Server (V10), Reporting (V10), Recording (2014), Voicemail (V6), iQM (V9), Operator (V9)


More Information

In order to be able to use innovaphone myApps comfortably, personal data must be able to be stored and accessed. Where this data is stored and how to activate these functions is covered in this article. The effects of deactivated functions are also shown.


Call Lists & Reports App service (V13)

How is the data collected

  • Reports App service : When an incoming call is received, data such as phone numbers, date, time and destination subscribers are sent to the Reports instance App service database via CDR Record and stored. Transmission is done over HTTPS
  • Endpoint: In our IP-Phone,Dect IP-Phone as well as myPBX Android & iOS, the call list is stored in the local flash memory
  • myApps client all platforms : the call list app and it's call data are stored centralized

If Reverse Lookup is configured and additional data such as name and company is added to the phone number, the data is also stored in the call list details.

How to disable its storage

Hint Gateway CDR interface can be deactivated under Reference9:Gateway/CDR to stop the CDR transmission

  • Local IP-Phone as well as myPBX Android & iOS call list can be deactivated under Reference9:Phone/User/Call-Lists
  • Local Dect IP-Phone call list can be deactivated with winPDM under "Customization/phone/enable call list restriction" (require programming charger 50-00060-021)
  • Reverse Lookup URL link need to be deleted under Reference13r1:PBX/Config/General
  • Reports App service: By stopping the instance of the App service

Hint: Reports license and App Call list&Reports can also be removed in the users pbx configuration at wish

How to erase stored data

  • myPBX Android/iOS: Go to call list and Display "All calls". Click on one call list entry under option click on the 3 horizontal dot then click on delete list
  • myApps all platform : at user's myApps session via Call List app, click on recycle bin.
  • IP-phone: perform a factory reset of the unit. Call list can be deleted via phone admin menu
  • Dect IP-Phone: Call list can be deleted via phone admin menu. Via winPDM it is possible to erase the call list when Dect handset is on its programming charger "Connections/Clear list in charger
  • Reports App service : Auto delete available in AP reporting PBX manager plugin. By deleting the instance of the App service.

What effect does this have No call information will be displayed at user's call list, phoneApp & softphoneApp short call list, myApps favorite and at the IP-phone(incl myPBX mobile, dect). Call list App will stay empty. Reports App will not work properly
If reverse lookup link is removed, no name resolution will be performed.


Logging and Tracing

How is the data collected Alarm/events can contain users information such as name, numbers. When a device (e.g GW,IP-phone, IP-Dect etc) is configured with Devices App, it gets its logging configuration in order to send log data to Events instance App service database over HTTPS Reference13r1:Services/Logging.

  • Events App service : Some logging and tracing flags are collecting call and name info. They are then sent and stored into the Events instance App service database
  • Admin UI of innovaphone devices : Alarms/Events are stored in the flash memory (EPROM)

by default with a v13 installation:

  • Logging under Services/logging such as PBX Calls, Gateway Calls and H.323 Registrations are activated
  • PBX call log under PBX/Config/general is activated
  • Gateway call log under Gateway/General is activated

Hint: No logs with user data are by default activated at the App Platform

How to disable its storage Deactivation of logs generation

Deactivation of sending logs

  • In Devices App under "Device configuration", remove or edit "Alarm server Global" in order that your system does not send any logs/alarm/event via Reference13r1:Services/Logging (including App Platform)

How to erase stored data

  • If Alarm & event are already present, those can be cleared manually via admin UI
  • If logs are already present in the Database, Apps like Events, Alarms, Logging have a deletion feature

Hint : Events App service can be also stopped or uninstalled to prevent any data storage in the database

What effect does this have

No call logs and debug info will be generated and consequently, this info will not be sent to the app platform. Apps (Events/Alarms/logging) will stay empty when opened.

User Data

How is the data collected

All innovaphone's devices configuration are stored in local flash memory. While access to the data through normal interfaces is password protected, the content can potentially be examined if an attacker has physical access to the device (this would require disassembly of the device and examination of the flash EPROM). Whenever you pass a configured device to someone else (e.g. when selling it), you should keep this in mind. If this is a concern, erase the data before (see related articles below). Configuration data can be dumped to text format using the “Config show” command. From version 5 on, the resulting text file does not contain any clear-text passwords. Still, remaining configuration information may be considered sensitive. So be careful when providing this information to 3rd parties. Because passwords are encrypted in the config file, you will need to remember the admin password of the device being dumped in order to load it to another device later on.

How to erase stored data

Perform a factory reset of the unit, the local configuration will be permanently erased.
Note : A factory reset will also reset the Flash and CF0 storage.


Users App service (V13)

How is the data collected

Users App store its data into different segment. It replicates also the PBX user configuration in its local database.

  • Users Admin App: store a copy of PBX users configuration
  • Profile App: contain and store users personal information such as name, email, profile picture
  • Users App: query and display PBX users. It uses the replicated data.

How to disable its storage

  • Users Admin App: under app settings, remove PBX name and PBX Password configuration to shut down the replicator

How to erase stored data

  • Users Admin App: delete all users entries

Hint : Users App service can be also stopped or uninstalled to prevent any data storage in the database

What effect does this have

Users Admin will not work to administrate the users pbx, Profile App will not display anything, Users App will not return any pbx users search results.
Note: if Users App stopped/uninstalled, related Apps will not work


Voicemail App service (V13)

How is the data collected

Voicemail App can store voice messages, call information such as CGPN-CDPN, time information in its database. Stored files are users specific, for more information refer to the structure of VoicemailUser-Related-Files

How to disable its storage

  • Voicemail App: Stop/uninstall the instance service

Hint: voicemail license and App access can also be removed in the users pbx configuration at wish

How to erase stored data

Personal data can be deleted for a specific user, you will need to connect first with your webdav client - see : Howto:V13_Access_Voicemail_Files#Personal_Data and remove the needed user related files.

What effect does this have

A non-working Voicemail App service.
Note: no App and Voicemail feature will work if no license and/or app in the user pbx configuration is configured

Fax App service (V13)

How is the data collected

Fax App store fax traffic information with number, transmitted documents in its database.

How to disable its storage

Delete/stop the instance App service of Fax
Hint: fax license and App access can also be removed in the users pbx configuration at wish

How to erase stored data

Delete the instance App service of Fax

What effect does this have

A non-working Fax App service.

Contacts App service (V13)

How is the data collected

Contact data are manually imported from the Contacts Admin App. Import data are save in the database.

How to disable its storage

Delete/stop the instance App service of Contacts
Hint: App access can also be removed in the users pbx configuration at wish

How to erase stored data

Delete entries via Contacts admin App, see Course13:IT_Connect_-_09.0_Contacts. Delete the instance App service of Contacts

What effect does this have

A non-working Contacts App service.

Recordings App service (V13)

How is the data collected

Audio stream are captured and stored in the recording database, the transmission is done over HTTPS. Like all app listed here, its database is user/pwd protected.CDR are also sent to the recording app which contain call info. Records are streamed at the user's GUI from the recording database (on demand, click to listen) and accordingly no audio data are stored at the user's myApps session.

How to disable its storage

Deactivation of media transmission

Hint: this can be also done via Devices App under "Device Configuration"
Deactivation of Call info transmission

  • CDR: Delete the used CDR interface configuration

Deactivation on server side

  • Stop/delete the Recordings App service instance.

How to erase stored data

  • Recordings Admin App:records can be deleted if desired

Hint: Recordings App service can be also stopped or uninstalled to prevent any data storage in the database

What effect does this have

A non-working Recordings App service.

Chat App Premium service (v13)

How is the data collected

All users conversation or group conversation are stored in the Messages App database and are then available offline. The free version of Chat App does not store messages, if the conversation is closed, messages are lost.

How to disable its storage

Do not set the license Chat Premium at the user.

How to erase stored data

  • App Platform: Delete the instance of the App service Messages
  • Chat App user interface: A deletion feature is available

What effect does this have

No Chat premium feature available.

Linux Fax Application (V10)

How is the data collected

  • Fax applications store the Call log entries in its database. Call log can contain user specific information
  • Email can be queued when for example a fax cannot be sent.

How to disable its storage

Do not install the application

How to erase stored data

What effect does this have

A non-working Fax feature.


Linux Reporting Application (V10)

How is the data collected

  • Store CDR info into its database
  • Store name information if LDAP is configured
  • Store log information of the application which can potentially contain

How to disable its storage

  • Do not send CDR data to the application
  • Do not install reporting application

How to erase stored data

  • Log can be manually deleted via a delete button at the UI

What effect does this have

A non-working reporting feature.
Note: if call list service for myPBX windows is provided by the reporting, the myPBX call list will not work

Windows Recording "Recorder&Player" (2014)

How is the data collected

Recorder installed on windows

  • Store the recorded audio (can be mp3, wav, pcap) into a configured local path (e.g C:\asdf\).
  • Store call information provided by the reporting service into the same configured local path
  • Store local log which can contain user information

(see related articles below)

Player installed on windows

  • Can access to the stored recorded audio
  • Can view the user and call information
  • Can listen recorded audio files (including audio with encryption)
  • Can download a local copy of the recorded audio

(see related articles below)

How to disable its storage

  • Do not configure the recorder and its player
  • Some feature right e.g "download local copy of recorded audio" can be configured in the player settings interface at whish.

How to erase stored data

  • Configured folder to store the record can be manually deleted
  • Logs folder and files can be deleted under "C:\Users\xxx\AppData\Roaming\innovaphone\innovaphone Recorder"

Hint: configuration interface can be pwd protected for both applications

What effect does this have

A non-working recording feature.

Voicemail (V6)

How is the data collected

Voicemail can store voice messages, call information such as CGPN-CDPN, time information into a directory (hosted on a webdav server, e.g CF0 Storage)

How to disable its storage

Do not assign voicemail resource to a user.

How to erase stored data

Data can be deleted by accessing the user related folder with a webdav client like winSCP, see Howto:Configure_the_innovaphone_Voicemail#User-Related_Files_And_Directories

What effect does this have

No voicemail feature for the user

innovaphone Queue Monitor (V9)

How is the data collected

Data are collected via a Soap connection to the PBX and then reported on the iQM Server UI the Agent UI and stored locally. Data can contain call number information, agent name.

Report of Waiting queue and Agent activity can be generated

How to disable its storage

Do not install iQM

How to erase stored data

Local files are available under

  • iQM Agent : C:\Users\xxx\AppData\Roaming\iQMagent
  • iQM Server : C:\Users\xxx\AppData\Roaming\iQM

see related article below

What effect does this have

A non working iQM software solution.

innovaphone Operator (V9)

How is the data collected

  • Call information are displayed on the interface
  • Local call list is locally saved (swjournal.xml)
  • BLF contains user information and locally saved (swbusyfield.xml)
  • Software configuration contain like pbx name, operator name and locally saved (swconfig.xml)

How to disable its storage

  • The call list can be wrapped to the right side to hide it, but no deactivation possible
  • Configuration can be user pwd protected

How to erase stored data

  • all xml files are stored under "C:\Users\xxx\AppData\Roaming\innovaphone AG\innovaphone Operator" and can be manually deleted

What effect does this have

Operator will have less feature.

Note: Operator cannot be used if the local call list need to be deactivated


Related Articles

Reference13r1:Concept_myApps#Privacy_and_Datastorage
Reference13r1:Concept_Provisioning#Privacy
Reference13r1:Concept_App_Service_Events#innovaphone-eventsapp
Reference12r2:Concept_myPBX#PBX_stored_password
Howto:Factory Reset using the Web Interface or Update Script
Howto:How to Reset IPXXX
Howto:How to Factory Reset a DECT Handset IP61 IP63 IP64 IP65
Howto:Security_works_with_innovaphone
Howto:Remove sensitive Data from Traces and Logfiles
Howto:Configure_the_innovaphone_Voicemail
Reference10:Voice_Recorder/Setup
Reference10:Voice_Player/Setup
Howto:IQM_Server#Data_logging

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