PII Protection

PII protection ensures that personally identifiable information relevant to fax communications is not exposed to external users. Retarus anonymizes sender, receiver, and fax IDs in customer-accessible systems to protect customer privacy, align with compliance expectations, and reduce risks of sensitive data leaks.

📌 PII protection is configurable and must be explicitly enabled to take effect. Please contact Retarus to activate this feature.

What information gets protected

The system anonymizes these PII values in customer-facing data elements:

• Sender fax ID (TSID)

• Receiver fax ID (CSID)

• Calling party number

• Called party number

What is not considered PII

The following data is not considered PII:

• Configuration data like account ID/account Name

• Templates for cover pages or status messages

• Phone numbers that do not express a connection between sender and receiver

How information gets masked

All fields are masked uniformly by replacing their contents with ten asterisks: **********.

• No characters are preserved (e.g., no country codes, area codes, or suffix digits).

• The mask length is constant, regardless of the original value’s length or format.

Examples

• CSID / TSID
  "CompanyName" → "**********"

• Phone numbers
  "+1-555-123-4567" → "**********"
"+12345678901234" → "**********"

Availability

PII protection is available for:

• Outbound fax reporting

• Inbound fax reporting

• Inbound fax billing

• Outbound fax inflight monitoring

Limitations

With PII protection activated, these features are limited or unavailable:

• Archiving

• Download of fax documents from EAS/myEAS

• Resend of faxes from EAS/myEAS

• Email-to-Fax destinations using phone numbers (e.g., <fax-number>@fax.retarus.com)

Required alternative for Email-to-Fax

Use dist@fax.retarus.com and provide recipients through an attached distribution list instead of direct phone number addressing.

Where you see masked data

You may see masked PII data values in various locations, including:

• Status messages

• Cover pages

• Status emails

Data storage & retention

• Customer-facing data
  Stored 6 months minimum, longer if archiving is used (basis for customer accessible UIs, reports, and services, independent of job processing)

• Inbound fax billing records
  Minimum 1-2 months

• Outbound fax inflight monitoring
  Available only until job completion plus short defined duration