Privacy and data subject rights

Disclosure per contact (Art. 15)#

When a person asks what you have stored about them, you create the answer from the contact menu.

1. 1

   Open the contact menu

   In the drawer via the three-dot menu, in the list and on the board via a right click on the contact. The entry is called Create disclosure (Art. 15).

2. 2

   Confirm the prompt

   The prompt says what goes into the file and where it lands. Nothing is created before you confirm.

3. 3

   Open the PDF or leave it filed

   The disclosure is stored in Files under Tools, DB-Leads, Disclosures. The notification offers Open; the file stays there until you delete it.

What the disclosure contains#

Contact details

Name, email, phone numbers, address, customer number, contact types and origin as taken over from the CRM, with the time of the last transfer.

AI assessment

Summary, key facts, persona, sale readiness, processing stage and score, each with the evidence the statement comes from and the date of that evidence. A recorded objection appears in the same place.

Findings

Every finding of the database scan with date, score, band, status and the reason if you dismissed it. Dismissed and snoozed findings are included: the score is a statement about the person regardless of what you did with it.

Property hints

Address, relation (ownership, tenancy, inheritance), evidence, date, confidence and whether the hint came from the AI or was entered by hand.

Contact policy

Per channel, whether an advertising objection is recorded.

Flags and history

Scan exclusion, follow-up, archiving, disqualification and consent, plus the history in numbers: how many entries, how many from the CRM and how many of your own notes, and the period covered.

Retention

The note stating after how many months without contact the assessment is deleted, with the value from your settings.

Anyone who can see the contact can create the disclosure. There is no separate right for it: whoever may read may hand out what can be read. Every disclosure is recorded in the workspace log with date, creator and file.

Delete and lock the AI assessment (Art. 21)#

If a person objects to being assessed, you remove them via Delete and lock AI assessment in the contact menu. This deletes the assessment, summary, persona, signals, sale readiness, the findings and the AI property hints. The contact itself, its history and your own entries remain.

The lock applies to every future scan and to every click on "Qualify": a right that a click could override would be no right at all. You can allow the assessment again later; the deleted assessment does not come back.

This entry requires the delete right for DB-Leads because data disappears for good.

Retention period for assessments#

Under Settings, DB-Leads you find the retention period for assessments: default 24 months, adjustable from 6 to 60. The period runs from the later of the last contact and the creation of the assessment. A daily run deletes what is due: the assessment including the score, the findings and the AI property hints. Contact details, history and your notes remain.

A contact with a set phase is protected: whoever is in your pipeline is being worked on, and ongoing work is not a forgotten record.

Contacts deleted in the CRM#

If you delete a contact in onOffice, it disappears from DB-Leads after the next sync, including briefing, findings, history and property hints. How this works in detail and which safety limits apply is described on the onOffice import page under "Deleted contacts follow".

Rights at a glance#

Create disclosure

Read (whoever sees the contact).

Delete and lock assessment

Delete.

Change retention period

Configure (tool settings).

Which role carries which right is listed on the Permissions page.