Colleqo
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For IT security and data protection

Security and data protection

Colleqo is an app package for your SharePoint app catalog. This page describes which permissions Colleqo needs, where which data is stored and who may change the settings.

Summary

  • Runs in your Microsoft 365. Colleqo is uploaded as an app package to your SharePoint app catalog and runs in the browser or in Teams. There is no server and no cloud service from innogrators.
  • Data stays in your tenant. Colleqo only talks to SharePoint Online and Microsoft Graph in your own tenant. The data does not leave your Microsoft 365 tenant.
  • Reads directory data only. Colleqo uses only delegated read permissions for Microsoft Graph and cannot change anything in Entra ID. Everyone sees only what they can already see in Outlook or Teams. The only thing written is Colleqo’s own settings in SharePoint, by admins via the settings page and with their SharePoint rights.
  • No app registration, no secrets. SharePoint handles sign-in. There are no passwords or keys to manage or rotate.
  • No database of its own. Data comes live from Entra ID. An optional cache in the browser is valid for at most 8 hours and is bound to the user and tenant.
  • Built securely. Security and code review, strict validation of all data and links, more than 200 automated tests.

Permissions in Microsoft Graph

Delegated and read-only. IT grants approval once in the SharePoint admin center.

  • User.Read.AllName, department, job title, location, phone numbers, email, manager, profile pictureRequired
  • Presence.Read.AllPresence statusoptional
  • GroupMember.Read.AllExclusion groupsonly if used

Microsoft grants these permissions tenant-wide to all SharePoint Framework solutions. That is why only trusted packages should be in the app catalog, and permissions that aren’t needed are not approved.

The settings page and Colleqo admins need no additional permission. Extension from an Entra attribute and hire date are also just additional fields with the same read permission User.Read.All.

Which data is stored where

  • Directory dataonly the displayed fields, in memory, optionally in the browser cachesession, cache at most 8 hours
  • Presence and profile picturesin memory onlysession
  • Settings and shared numbersfile in a protected folder of the app catalog, with version history; readable by all internal userspermanent
  • Favourites and selected viewonly in each person’s browser, for favourites only the IDsuntil deleted in the browser
  • Hire dateonly if “New in the company” is switched on, and only for people who have just startedlike directory data

Settings and Colleqo admins

  • App catalog administrators (site collection administrators of the app catalog) decide who is a Colleqo admin.
  • Colleqo admins are people or Entra security groups, such as HR or reception. They maintain the settings, need no admin rights in SharePoint or Entra ID for this, have no access to app packages and cannot change permissions.
  • Everyone else can only read the settings, so that Colleqo can apply the hidden entries.

Every change runs with the SharePoint rights of the signed-in person; SharePoint rejects changes without the appropriate rights. Simultaneous changes don’t silently overwrite each other. Every change is recorded in the version history (who, when, what) and can be restored.

What the exclusion list does

The exclusion list hides people in Colleqo, for example service accounts, test accounts or people who should not appear in the phone directory. Disabled accounts and guests are not shown anyway.

The exclusion list only affects what is displayed and is not an access restriction. The same people remain findable via Outlook, Teams search and Microsoft Graph. For real protection, the data must be adjusted in Entra ID itself.

The settings, including the list of hidden people, can be read by all internal users.

Export as PDF and Excel

  • The files are created entirely in the browser and downloaded directly. No data is transmitted in the process.
  • An export contains personal contact data and carries the note “For internal use only”.
  • Hidden people are also missing from the export.

Contact file, QR code and “New in the company”

  • Contact file (vCard) and QR code are created in the browser; no data is transmitted in the process. Values are escaped so that no additional fields can get into the contact file.
  • “New in the company” is optional and off by default. Admins switch it on on the settings page, where Colleqo advises agreeing on the hire date with your data protection officer and works council first, if necessary. Colleqo uses the hire date from Entra ID, otherwise the account creation date. Colleqo deliberately does not show birthdays or anniversaries.
  • The “Data quality” report is only a display for admins. Colleqo changes nothing in Entra ID.

Safeguards

  • Directory data is treated as untrusted: no HTML output, control characters are removed.
  • Links for call, chat and email are only built from validated values and against a fixed list of allowed targets.
  • Phone numbers, including those of shared numbers, are only dialled when they are unambiguous; the menu shows the number being dialled. Shared numbers are strictly validated when saved and read.
  • Profile pictures only in real image formats (no SVG), with a size limit.
  • Configuration with a strict schema; invalid values are ignored and reported.
  • Respect for Microsoft’s limits: presence only for visible people, pause in the background, retry as specified by Microsoft.

Data protection

  • Only contact data that is visible to everyone in the company anyway is processed. Exception: the hire date, if “New in the company” is switched on.
  • Data minimisation: only the displayed fields, no profiles, no tracking, no analytics.

We are happy to answer questions from IT security or data protection in a conversation.

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