LISTSERV Maestro 11.0-21 Help Table Of Contents

Email Address Data Report

To access the email address data report page, select Utility Email Address Data Report from the menu.

This page allows you to query LISTSERV Maestro for the data stored for a given email address. Such a report assists you in fulfilling the request of a natural person to disclose the data your organization has collected and that is associated with this person. In the context of Maestro, you also have to perform work outside of the system, for example to determine the email address of the person that is requesting the information and, should you use recipients from an external data source, you also have to report on and/or delete data from this source.

Reporting On a Given Address

Once you have determined the actual email address, you can use this screen to extract the data that is stored persistently in Maestro in relation to this address. Supply the address in the input field and click the [Execute Report] button to show the report. The resulting report text itself contains additional text about the purpose of the data shown in each of the report's sections. Use this text at your own discretion and forward it to the requesting person either edited or as-is.

In addition to the report shown directly on-screen, you can optionally download the raw XML data that the report is based on, using the download link close to the bottom of the screen. This format is well-structured, machine-readable and intended to assist you in fulfilling the "Right to Portability" requirement included in many modern privacy laws. Note that you also must review the XML data carefully before forwarding it to the requesting person because Maestro makes no guarantee that the XML does not contain sensitive information.

Deleting Data For an Address

If you have a request to delete all data that is associated with a person, you can also use the report for this.

Unless the report for an address shows that no data is stored for this address, you can then use the [Delete Data for Address...] button to delete all persistent information that is stored in Maestro for the given address.

Consequences of Deleting an Address

Deleting an address effectively tells Maestro to forget that the address was ever stored. This has, among others, the following consequences:

  • The address is removed from the recipient details report. The Maestro recipient details report shows the full, personal profile of recipients and includes all information related to the address that was present at the moment of delivery. Deleting an address from the Maestro persistent storage also removes the associated record(s) from this report. The unique metrics counts, however, are not affected because the associated tracking event data is not removed but anonymized. In other words: The view and click rates for a mail job are not affected by the deletion of an address that was included in the recipients of the job.
  • Future follow-up jobs will never include the deleted address. Since Maestro no longer knows that the address was included in the mail job, no follow-up job of any kind will ever be sent to this address.
  • The address is removed from list protection and the suppression list(s). This follows the directive outlined in many modern data privacy laws: The "Right to Erasure" is implemented fully by also removing the address from any "do-not-send" lists in Maestro. This has the consequence that you must take extra care to also remove the address from any external source that you may use to import recipients into Maestro! If you fail to do this, the address may again be imported into Maestro at a later time and for example a future mail job may once again send a message to the address.

Scope of the Report

If the report is performed by the system administrator, then the report will include data from all accounts on the Maestro server and a deleted address will also be deleted from all data.

If instead the report is performed by a normal Maestro user with a single (non-group) account, then the report will only show and affect the data that is owned by this account. Or if the report is performed by a group account, then the report will only show and affect the data that is owned by this group.

In the latter cases, if your organization has multiple Maestro account groups, then this report must be performed for each of these groups. Or alternatively, if your organization has its own Maestro server, the report can be performed by the system administrator, to affect all data owned by all groups.

Temporarily Cached Data

Even if the report has not found the queried email address in any permanently stored data, it may still show a list of jobs with recipient data that is cached temporarily and that will be deleted upon job delivery. Due to its temporary nature, this data is not included in the report, and the address is also not deleted from it when an address deletion is performed. However, upon job delivery, some of the temporarily stored recipient data will then also be permanently stored as delivery information. Therefore, if you have just deleted an address and see a list of jobs that potentially include the address in their temporary data, follow the instructions on screen to make sure that the address in question is also properly deleted from the (future) delivery information of these jobs.

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