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Two related tools live in workspace settings: a full DSGVO/GDPR data export on Settings → Konto, and a who-did-what audit trail on Settings → Audit-Log. Both are gated by role — see Team management → Roles for the full role table, including the read-only Viewer.

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DSGVO data export

Under Settings → Konto, admins and the Owner see a Datenexport (DSGVO) section:
Lade ein vollständiges, maschinenlesbares Archiv (JSON) der Daten dieses Kontos herunter: Einstellungen, Benutzer, Agenten, Wissen, Kategorisierer, Kontakte, Tickets, Chats und gelernte Beispiele. Geheimnisse (API-Schlüssel, Postfach-Passwörter, OAuth-Tokens) sind niemals enthalten.
Clicking Export anfordern builds the archive server-side and downloads it straight to the browser as dsgvo-export-<accountId>-<date>.json — nothing is written to a file store first.
This is owner/admin only, same gate as user management and audit log access. Members and Viewers don’t see this section at all.

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What’s in the archive

The export covers everything the account owns:
  • Account record and settings
  • Users / memberships
  • Agents
  • Knowledge buckets, items, and knowledge entries
  • Categorizers, categories, category branches, and category actions
  • Categorizations and the categorization action log
  • Email connection metadata
  • Contacts and companies
  • Tickets and ticket comments
  • Chats and messages
  • Learned writing-style exemplars
Each section is capped at 5,000 rows. If an account has more than that, the section reports its true total count and a truncated flag so you know the archive was clipped rather than silently incomplete.
Secrets never leave the server. Custom model-endpoint API keys are masked, mailbox passwords and OAuth tokens are redacted, and any column that merely looks like a credential (by name pattern) is scrubbed too, as defense in depth. Embedding vectors are dropped — they’re bulky and not human-meaningful.
Requesting an export is itself logged as an event in the audit trail below — visible only to other admins/the Owner, like all account-level privacy events.

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Mail retention

Admins and the owner set how long InboxMate keeps mails under Settings → Account: 90 days, 180 days, 360 days or Never. The default is Never.
  • The period counts from the last message of a conversation. A conversation is deleted as a whole only when its newest mail is older than the chosen period. As long as someone writes in a conversation, it stays complete.
  • Deleted: the mails, their attachments, drafts and the AI results of the conversation. Kept: contacts, metrics, billing, categories and rules.
  • Documents filed on the Documents page stay until someone removes them.
  • Deletion runs every night at 04:00 UTC, not at once. Before you save a shorter period, InboxMate shows how many mails the next run will delete.
  • InboxMate does not import deleted mails again on the next sync.
The setting affects InboxMate only. Your mailbox in Outlook, Gmail or IMAP stays unchanged. InboxMate never deletes a mail in your mailbox.

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Audit log

Settings → Audit-Log shows a chronological trail of permission-sensitive changes on the account: role changes, invitations sent/accepted/cancelled, users removed, mailbox-sharing changes, temporary access grants created or revoked, and account data exports. Each entry shows who did it and when. What you see depends on your role:
This is a separate, more tightly scoped reader than the generic activity log used elsewhere in the product — permission-sensitive entity types (roles, invitations, sharing, grants, account exports) are only ever surfaced through this role-gated view, never through a generic log a non-admin could otherwise read.

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Roles that gate this page

Both features above use the same two-tier gate already used for user management:
  • Owner / Admin — full access: can trigger a DSGVO export and see the complete audit log.
  • Member / Viewer — no export button; audit log narrowed to their own mailboxes. Viewer in particular is read-only everywhere in the product — it can see shared mailboxes and conversations but cannot send, approve, reroute, or change any configuration.
See Team management for how roles are assigned and the full capabilities table.