Privacy tools

bildflow gives you the tools to answer data-protection requests (GDPR) from buyers and leads, and to take your own data with you. Exporting a person's data is open to all staff. Erasing, and the Privacy page itself (requests, the register, workspace export and deletion), are for owners and admins.

Export a person's data

1. Open the buyer or lead.
2. In the Privacy card at the bottom, select Export data.
3. A ZIP file downloads with a README, a JSON file of everything held about the person — contact details, units, payments, bookings, messages, design selections, activities, notifications and data requests — and their message attachments and documents shared with them.

Buyers can download the same export themselves from Your data at the bottom of their portal.

A lead's export also shows whether they agreed to alert e-mails — when, how (website form or recorded by staff) and the consent text version — and the alerts queued or sent to them. Erasing a lead removes the agreement and any queued alerts, and alerts stop. Records of sent alerts are deleted automatically after 90 days.

Erase a person's data

1. Open the buyer or lead and select Erase personal data in the Privacy card.
2. Read what will happen:

• Name, email and phone are replaced with "[erased]".
• Messages, their attachments and viewing notes are deleted.
• Payments, units and design selections stay — they carry no personal data.
• The portal login is removed.
• Stored webhook events about the person (kept up to 30 days for retries) are deleted.

3. Type the person's name exactly as shown to confirm, and select Erase personal data.

A buyer's issue reports lose their text and photos; a snag made from one stays, with its copy of the photos, as your record of the work.

Erasure cannot be undone. The person's name is also removed from the activity log. Erased people show as "[erased]" wherever they appeared and no longer come up in search.

Deletion requests from buyers

A buyer can select Delete my account under Your data in their portal. That sends you a request rather than deleting anything — you may need to keep contractual records.

1. Owners and admins get a notification. Open Support & privacy at the bottom of the sidebar and select the Privacy tab.
2. Under Pending requests, choose Confirm deletion to erase the buyer as above, or Decline with a reason, which is sent to the buyer.

The register

The Register on the Privacy page lists every export and erasure request: date, kind, subject, how it was made (by staff, by the buyer in the portal, or by the owner for the workspace) and its status. Keep it as your record of how requests were handled. If an erasure could not remove the login, the row offers Retry.

Export or delete the workspace

• Export workspace data downloads every table of your workspace as JSON, plus a list of your stored files.
• Delete workspace (owner only) schedules the whole workspace for deletion in 30 days. Type your company name to confirm. Until then a banner offers Cancel deletion; afterwards all projects, units, buyers, leads, payments, messages and files are removed and every login stops working.

Guests

People you invite as guests have their own Privacy page. They can export their own data — their profile, the projects you shared with them and what they added there, never the rest of your project — and delete their guest login. Deleting it ends their connections to your projects at once (they show as "(former partner)"), and their login is removed after 30 days. What they added — tasks, comments, diary entries and documents — stays in your project. Once their login is removed, their name no longer shows on those rows. A guest can't export or erase anything of yours.