GDPR

The GDPR section of the dashboard is where you record and carry out data subject requests: access, portability, deletion, objection and restriction of processing. This page also explains how consent is collected, what each consent actually controls, and what stays your organization's responsibility as the controller of your attendees' data.

Access: all roles can view the request list and create requests; only admins can process them. Admins and marketers can also restrict processing, or lift a restriction, from a contact's page.

How consent works

Consents belong to the contact, not to a webinar. Once someone grants a consent, it applies to every webinar in your organization until they withdraw it. Every record is stamped with policy version 1.0.

The platform records only grants and withdrawals. Leaving an optional box unticked records nothing, so a person who declined and a person who was never asked look the same in the history. A contact whose processing is restricted can't be granted any new consent (see Restrict processing).

Consent (as shown in the dashboard)	Where it's collected	What it actually controls
data_processing and tos_acceptance	One required checkbox on every registration form records both at once. On landing-page forms you set its text in Form Defaults.	Required to register. Attendees can't withdraw them from the preferences page.
email_marketing	The optional marketing checkbox on registration forms, the follow-up question after registration and in the lobby, and the preferences page.	Only whether the contact is synced to your Newsman Marketing lists and segments. Confirmations, reminders, "starting now" and replay emails, automation emails and segment broadcasts don't check it.
behavioral_tracking	The question Vrei recomandări personalizate? (Would you like personalized recommendations?) shown after registration and in the lobby, and the preferences page.	Whether chat messages, poll votes, reactions, offer clicks, feedback answers, session joins and shares are added to the contact's activity history (the Events tab), which feeds lead scores and segments. The live session records the activity either way, and staff still see it in the live control panel.
push_notifications	The mobile app, and the preferences page when mobile push is set up.	Required before any push notification is sent to the contact.
sms_notifications	Landing-page forms record it when the visitor fills in a phone number (there's no separate SMS checkbox). Also the lobby's phone card and the preferences page.	Required before any SMS is sent to the contact.
sms_marketing	Landing-page forms record it when the visitor gives a phone number and ticks the marketing box. Also the lobby and the preferences page.	Recorded only. Nothing checks it before sending.
push_marketing	The mobile app and the preferences page.	Recorded only. No marketing push notifications are sent.
whatsapp_notifications and whatsapp_marketing	The lobby's phone card and the preferences page, when WhatsApp is turned on.	Recorded only. No WhatsApp messages are sent.

On landing-page forms, the required checkbox is enforced by the form itself, not by the platform. If you build your own form, include the checkbox: a submission without it is still accepted, with no consent recorded. The attendee app's registration form can't be sent without it.

In the lobby's phone card, pressing Activează notificările (Turn on notifications) records notification consent for the channels selected. When both SMS and WhatsApp are available, both channels start out selected.

Contacts added through a bulk import get data_processing and tos_acceptance, plus email_marketing where the imported file says so. These are recorded with the method import and the import date, so keep your own evidence of the original consent.

If an attendee changes behavioral_tracking while they're already taking part in a live session, the change applies from their next session.

Cookie choices are separate

The cookie banner's analytics and advertising choices are stored only in the visitor's browser. They don't appear in the contact's consent history and don't affect the consents above. See Cookie Consent.

See a contact's consents

Open Contacts → (the contact) → Consents. The table shows each Purpose, its Status (Granted, Revoked or Denied), the Method it was last given or withdrawn by (for example web form, preferences page, lobby prompt, unsubscribe or import), the Policy version and the Date. Click Trail to see every grant and withdrawal for that purpose.

The tab is read-only. There's no control in the dashboard to grant or withdraw a consent on someone's behalf. People change their own consents on the preferences page or through the unsubscribe link in emails.

What attendees can change themselves

Attendees reach their preferences page from the link in their emails or from the lobby. The page itself is described in Registration & Attendee Experience. Its privacy effect:

Action	Effect
Turn optional consents on or off, then Salvează preferințele (Save preferences)	Grants or withdraws those consents for your whole organization.
Anulează înregistrarea (Cancel registration)	Cancels that one registration. Consents don't change.
Dezabonare completă (Unsubscribe completely)	Cancels that registration and withdraws every optional consent. It doesn't flag the email address, so segment broadcasts can still reach the person.
Unsubscribe link in an email	Withdraws email_marketing only.
Șterge numărul (Delete the number)	Removes the phone number and withdraws the SMS and WhatsApp consents.
Change their name	Updates the name on the contact. Not recorded in the audit log.
Correct their email address	The contact, with its history and consents, moves to the new address, and the platform files a Deletion request for the old address (source Email changed, see below). The attendee app offers this when an address has bounced; confirmation pages can offer it right after sign-up.

Data subject requests

Go to GDPR in the sidebar. The page lists All Requests, newest first, 30 at a time (Load More shows the next 30).

Request type	When to use it	What processing does
Deletion	The person asks to be erased.	Permanently deletes the contact and the data listed under What a deletion removes, and blocks their email address with your email service.
Access	The person asks for a copy of their data. Shown as Access (Data Export) in the type list.	Builds a data export for you to download.
Portability	The person wants their data in a machine-readable format.	The same export as Access.
Objection	The person objects to how you process their data.	Restricts processing, exactly like Processing Restriction. It doesn't delete anything or change consents.
Processing Restriction	The person wants you to stop using their data without deleting it.	Restricts processing (see Restrict processing).

There's no request type for correcting data. See Correct someone's data.

A new request starts as pending, and nothing happens until an admin processes it. No one is notified when a request arrives. The only reminder is the Pending GDPR count on the dashboard home, so check it regularly. The dashboard doesn't track the response deadline either: the GDPR gives you one month, extendable in some cases, so keep your own record of when each request came in.

Create a request

Attendees can't file a request themselves from the attendee app or your public site. They contact you, and you log the request here.

1. Verify the person's identity. The platform doesn't do this for you.
2. Find their email hash: in Contacts, search for their exact email address, open the contact, and copy the long code shown under their email address. (The hash is the SHA-256 of the address in lowercase, with surrounding spaces removed.)
3. Go to GDPR and click New Request.
4. Choose the Request Type.
5. Paste the hash into Email Hash (SHA-256).
6. Click Create Request.

Check the hash

The hash isn't checked when you create the request. If it doesn't match a contact, processing finds no one, marks the request completed and does nothing. The result shows not_found.

Process a request

Only admins see the Actions column.

1. Find the pending request.
2. Click Export for an Access or Portability request, or Process for the other types.
3. For a deletion, objection or restriction, confirm in the dialog.
4. Read the Processing Result. Each step shows its status: done or found means it completed, not_found means no contact matched the hash, and error means that step failed. The request is marked completed even when a step fails, and the dashboard shows this log only right after processing, so note anything unusual.

Processing runs immediately and only once. After that, the request shows as completed and has no button.

Objection wording

When you process an Objection, the confirmation dialog shows deletion wording and a Delete Permanently button. Processing an objection only restricts processing; nothing is deleted.

Where requests come from

The Source column shows who created each request:

Source	Meaning
Admin	Created by a team member on this page (any role).
Email changed	Created automatically when an attendee corrected their email address. It targets the old address. The contact has already moved to the new address, so processing it finds no contact and deletes nothing. Delivery records sent to the old address stay as they are.
Flagged email	A deletion request filed for an attendee whose email address had bounced or been rejected. The flag reason appears under the badge. Neither the attendee app nor your public site files these (attendees correct their address instead), so you'll rarely see them.

A contact's own page also lists any GDPR Requests that match their email hash.

What an access export contains

After you click Export, the page shows a preview with sections for Contact, Registrations, Behavioral Events, Consents, Consent Audit Trail and Segment Memberships. Click Download JSON to save the full export as gdpr-export.json. The file contains more than the preview:

• The contact record: email hash, first and last seen dates, number of webinars, and whether processing is restricted
• Contact details: email address, name and phone number
• Registrations: webinar, session, status, how and when they attended, and when they registered
• Behavioral events (only the ones recorded with behavioral_tracking consent)
• Consents: the current state of each purpose, and every grant and withdrawal with its method and policy version
• Segment memberships and lead scores, with the score breakdown
• Email delivery history: template, status, and when each email was sent, delivered, opened, clicked or bounced
• Push notification history and registered mobile devices (platform and dates)
• Live-session data for each session they joined: attendance, display name, time spent in the session, poll votes, offer clicks, feedback answers, chat messages (including messages removed by moderation), reactions, messages they reported, and mute or ban status

Download before you dismiss

The export is shown only once, right after processing. Download it before you click Dismiss or leave the page. A completed request can't be exported again; create a new Access request if you need another copy.

The export doesn't include the following. Collect them yourself when the request covers them:

• Campaign attribution, device and location details from funnel entries (see the contact's Funnels tab)
• SMS history (the contact's SMS tab)
• Segment broadcasts sent to them, and automation enrollments with the messages they sent
• Testimonials they submitted, and members-only memberships
• Order or form data received through funnel webhooks
• Audit log entries about them
• Landing-page visit records, which aren't linked to a contact and can't be found for one person

The export is data only. Your reply must also give the person the information the GDPR requires alongside it, such as purposes, recipients, retention periods, their rights and where the data came from. The Customer Compliance Guide covers this.

What a deletion removes

Deletion is permanent

Processing a Deletion request can't be undone. The contact disappears from your dashboard, and the person has to register again to take part in future webinars.

Processing a deletion removes:

• The contact and everything attached to it: registrations and attendance, behavioral events, current consent status, segment memberships, lead scores, share links, automation enrollments and their history, and members-only memberships
• Email and push delivery history, and registered mobile devices
• Funnel entries, including campaign attribution, device and location details
• The stored contact details (email address, name and phone number), consent records and registration records
• Live-session data for each session they joined: attendance, presence, display name, chat messages (including removed ones), poll votes, reactions, offer clicks, feedback answers, reports, mute or ban status, and members-only access
• Their attendee sign-in accounts, including a mobile app account if they had one

What a deletion doesn't remove

• Audit log entries, including the email hash stored when the request was created
• The GDPR request itself
• The consent history, which is kept without the link to the contact
• SMS delivery history and segment broadcast recipient records
• Testimonials the person submitted, which carry their name and text. The dashboard has no control for deleting a testimonial, so contact support if one needs removing (see Feedback & Testimonials).
• AI generation records whose prompts included an approved testimonial with the person's name and text
• Landing-page visit records, which aren't linked to a contact
• Live-session activity from another device: if the person joined a session from more than one device, only the activity from the device recorded on their registration is removed. A few internal counters, such as how many messages they sent in a session, also stay.
• The copy of each session's chat saved when the session moves to replay. It holds the chat messages and display names of everyone who took part, and is removed only when the webinar is deleted.
• Uploaded files and media
• Webhook activity records received from your shop or form provider
• Data already sent elsewhere: advertising platforms (Meta, TikTok), your SMS provider, your own mobile push project, tools you run through Google Tag Manager, Microsoft Clarity, and the subscriber record in your Newsman Marketing list
• Backups, until they expire

The email address is blocked, not deleted

After the deletion, the platform adds the person's email address to the suppression list of the email service your organization sends through, so no future message can be delivered to it. This also blocks email to that address if the person signs up again later. The address stays on that list; it's a block, not a deletion. If your organization sends through its own Newsman account, you can remove the address there yourself, knowing that this also removes the block.

Restrict processing

A restriction freezes a contact without deleting anything. There are two ways to apply one:

• Process a Processing Restriction or Objection request on the GDPR page (admins).
• Click Restrict Processing on the contact's page (admins and marketers). See Contacts.

The contact then shows a Processing Restricted badge. While restricted:

• No consent can be granted or re-granted. Withdrawals are still recorded.
• The platform sends the contact no email, SMS or push notifications: no confirmations, reminders, "starting now" or replay messages, automation messages or segment broadcasts. The exception is a sign-in email the person requests themselves, for example in the mobile app or on a members-only webinar.
• The contact is left out of contact exports, segment exports and segment broadcasts, drops out of rule-based segments at the next evaluation, and isn't synced to Newsman Marketing.
• No lead scores are calculated for them.
• No server-side conversion events are sent to Meta or TikTok for their registrations.

A restriction doesn't stop everything:

• If the person previously granted behavioral_tracking, their activity is still added to their history. Only the person can withdraw that consent, from their preferences page.
• If they attend a session, their live-session activity is recorded as usual.
• Their data stays visible in the dashboard.

To lift the restriction, click Lift Restriction on the contact's page. Consents granted before the restriction apply again. Consents the person tried to give while restricted weren't recorded.

Correct someone's data

• Admins and marketers can correct a contact's name with Edit Name on the contact's page. The change is recorded in the audit log as Updated Contact Name, which serves as your record of the correction.
• No one on your team can change a contact's email address from the dashboard. Attendees can correct their own name and email address (see What attendees can change themselves).
• A corrected name doesn't change the display name shown in the chat of past sessions.

Your responsibilities

Your organization is the controller of your attendees' data. In particular:

• Publish a privacy policy, a cookie policy and terms of service. Your public site includes built-in pages at /politica-de-confidentialitate, /politica-cookies and /termeni-si-conditii. The attendee app's registration form always links to these, while landing-page forms link to the addresses set in Form Defaults. Templates are in Legal documents.
• Verify identity before you create a request, reply within the legal deadline, and tell the person what was done and what was kept.
• Complete what the platform doesn't reach: the items listed under What a deletion doesn't remove and the parts an export doesn't include.
• Make sure the consents you collect match what you tell attendees, using the table in How consent works.
• Give each team member the least-privileged role they need (see Team & Roles). Your team members are data subjects too: the audit log keeps their IP address and browser details indefinitely.

The Customer Compliance Guide covers these obligations in detail.