Track KEEP opt-in per attendee, skip retained emails on deletion

- emails.json now stores {email, token, retained} dicts instead of strings - Confirmation email contains a personalised /keep/<token> link - Clicking the link marks retained=True in emails.json and shows a confirmation page to the attendee - Delete and Notify All skips retained emails entirely, only notifies and removes those with retained=False - Admin page splits emails into Retained (opted in) and Pending deletion with colour-coded counts - Added BASE_URL env var for constructing keep-links in emails - Backward-compatible: old plain-string emails.json is migrated on load Co-Authored-By: Claude Sonnet 4.6 <noreply@anthropic.com>
2026-06-07 16:34:16 +02:00
1 parent b6907e5343
commit a4e36586d0
@@ -213,21 +213,44 @@ answers = load_answers()

 EMAILS_FILE = os.path.join(os.path.dirname(__file__), 'emails.json')

-def load_emails():
+# emails.json stores a list of dicts: {email, token, retained}
+# retained=True means the attendee clicked the keep link and must NOT be deleted automatically.
+
+def load_email_records():
    if os.path.exists(EMAILS_FILE):
        try:
            with open(EMAILS_FILE, 'r') as f:
-                return json.load(f)
+                data = json.load(f)
+            # backward-compat: old format was a plain list of strings
+            if data and isinstance(data[0], str):
+                return [{'email': e, 'token': str(uuid.uuid4()), 'retained': False} for e in data]
+            return data
        except Exception:
            pass
    return []

+def load_emails():
+    return [r['email'] for r in load_email_records()]
+
 def store_email(email):
-    existing = load_emails()
-    if email not in existing:
-        existing.append(email)
+    records = load_email_records()
+    if any(r['email'] == email for r in records):
+        return None  # already stored, return None so caller knows no token was generated
+    token = str(uuid.uuid4())
+    records.append({'email': email, 'token': token, 'retained': False})
    with open(EMAILS_FILE, 'w') as f:
-        json.dump(existing, f)
+        json.dump(records, f)
+    return token
+
+def mark_retained(token):
+    records = load_email_records()
+    for r in records:
+        if r['token'] == token:
+            r['retained'] = True
+            with open(EMAILS_FILE, 'w') as f:
+                json.dump(records, f)
+            return r['email']
+    return None

 COMMENTS_FILE = os.path.join(os.path.dirname(__file__), 'comments.json')

@@ -267,6 +290,10 @@ MAIL_PORT = int(os.environ.get('MAIL_PORT', '587'))
 MAIL_USER = os.environ.get('MAIL_USER', '')
 MAIL_PASS = os.environ.get('MAIL_PASS', '')

+# Set this to your public URL so keep-links in emails work correctly.
+# On PythonAnywhere: Web tab -> Environment variables -> BASE_URL = https://yourusername.pythonanywhere.com
+BASE_URL  = os.environ.get('BASE_URL', 'http://localhost:5001')
+

 def get_respondents(snapshot):
    """Build per-respondent dicts using positional alignment across all questions."""
@@ -894,12 +921,14 @@ def generate_analysis_pdf():
    return bytes(pdf.output())


-def send_confirmation_email(to_email):
-    """Sends an immediate data-retention notice to the attendee. Runs in a background thread."""
+def send_confirmation_email(to_email, token):
+    """Sends an immediate data-retention notice with a personalised keep-link. Runs in a background thread."""
    if not MAIL_HOST or not MAIL_USER or not MAIL_PASS:
        print(f'[email] SMTP not configured, skipping confirmation to {to_email}')
        return
    try:
+        keep_url = f'{BASE_URL}/keep/{token}'
+
        msg = MIMEMultipart()
        msg['From']    = f'HiActs Poll - TXproducts <{MAIL_USER}>'
        msg['To']      = to_email
@@ -915,21 +944,32 @@ def send_confirmation_email(to_email):
            <p>We have received your email address and will send you the full Innovation Challenge Arena analysis report after the event.</p>

            <div style="background:#fffbeb;border:1px solid #fcd34d;border-radius:8px;padding:16px 20px;margin:20px 0">
-              <p style="font-weight:700;color:#92400e;margin:0 0 8px">Your data and your rights</p>
+              <p style="font-weight:700;color:#92400e;margin:0 0 8px">Your data and your rights (GDPR)</p>
              <p style="color:#78350f;font-size:13px;margin:0;line-height:1.7">
                Your email address is held by TXproducts GmbH solely for the purpose of sending you this report.
                It will not be shared with or sold to any third party.
-                It will be permanently deleted by <strong>10 July 2026</strong> unless you ask us to keep it.
+                It will be permanently deleted by <strong>10 July 2026</strong> unless you choose to keep it on file.
              </p>
            </div>

            <p style="font-size:14px;color:#4a5568;">
-              <strong>If you would like TXproducts to retain your contact details</strong> for future updates
-              and communications, simply reply to this email with the word <strong>KEEP</strong>.
-              If you do nothing, your email will be deleted by 10 July 2026 as stated.
+              <strong>Would you like TXproducts to keep your contact details</strong> for future updates and communications?
+              If yes, click the button below. If you do nothing, your email will be deleted by 10 July 2026 as stated.
            </p>

-            <p style="font-size:14px;color:#4a5568;">
+            <div style="text-align:center;margin:24px 0;">
+              <a href="{keep_url}"
+                 style="background:linear-gradient(135deg,#2563eb,#7c3aed);color:white;text-decoration:none;
+                        padding:14px 32px;border-radius:10px;font-weight:700;font-size:15px;display:inline-block;">
+                Yes, keep my contact details
+              </a>
+            </div>
+
+            <p style="font-size:13px;color:#8a9baf;text-align:center;">
+              Or ignore this email and your data will be deleted automatically.
+            </p>
+
+            <p style="font-size:14px;color:#4a5568;margin-top:20px;">
              To request immediate deletion or to exercise any of your rights under GDPR,
              contact us at <a href="mailto:mblack@txproducts.de" style="color:#2563eb;">mblack@txproducts.de</a>.
            </p>
@@ -1175,12 +1215,36 @@ def capture_email():
    data = request.json
    email = (data.get('email') or '').strip()
    if email and '@' in email and '.' in email:
-        store_email(email)
-        t = threading.Thread(target=send_confirmation_email, args=(email,), daemon=True)
-        t.start()
+        token = store_email(email)
+        if token:  # None means duplicate, no need to resend
+            t = threading.Thread(target=send_confirmation_email, args=(email, token), daemon=True)
+            t.start()
    return jsonify({'ok': True})


+# Attendee clicks the keep-link from their confirmation email to opt into retention
+@app.route('/keep/<token>')
+def keep_data(token):
+    email = mark_retained(token)
+    if email:
+        return f'''<!DOCTYPE html>
+<html><head><meta charset="UTF-8"><title>Preference saved</title>
+<style>body{{font-family:sans-serif;display:flex;align-items:center;justify-content:center;min-height:100vh;margin:0;background:#f0f4f8}}
+.box{{background:white;border-radius:16px;padding:40px 48px;max-width:440px;text-align:center;box-shadow:0 8px 40px rgba(0,0,0,.12)}}
+h2{{color:#1a365d;margin-bottom:12px}}p{{color:#4a5568;line-height:1.7}}.tick{{font-size:48px;margin-bottom:16px}}</style>
+</head><body><div class="box"><div class="tick">&#10003;</div>
+<h2>Preference saved</h2>
+<p>Your contact details will be kept on file by TXproducts GmbH.<br>
+You will not receive a deletion notice.<br><br>
+To change your mind at any time, email <a href="mailto:mblack@txproducts.de">mblack@txproducts.de</a>.</p>
+</div></body></html>'''
+    return '''<!DOCTYPE html>
+<html><head><meta charset="UTF-8"><title>Link not found</title></head>
+<body style="font-family:sans-serif;text-align:center;padding:60px;color:#4a5568">
+<p>This link has already been used or is no longer valid.</p>
+</body></html>''', 404
+
+
 # Sends the full PDF analysis report to every collected email address (run this after the conference)
@app.route('/admin/send_all_reports', methods=['POST'])
 def send_all_reports():
@@ -1196,16 +1260,21 @@ def send_all_reports():
 # Sends a deletion confirmation to every stored email, then wipes emails.json
@app.route('/admin/delete_and_notify', methods=['POST'])
 def delete_and_notify():
-    emails = load_emails()
-    if not emails:
-        return jsonify({'ok': False, 'message': 'No emails to delete'})
+    records   = load_email_records()
+    to_delete = [r for r in records if not r.get('retained', False)]
+    if not to_delete:
+        return jsonify({'ok': False, 'message': 'No emails to delete (all retained or none collected)'})
+    emails = to_delete  # used by notify_then_delete closure below

    def notify_then_delete():
-        for email in emails:
-            send_deletion_confirmation(email)
+        records = load_email_records()
+        to_delete = [r for r in records if not r.get('retained', False)]
+        to_keep   = [r for r in records if r.get('retained', False)]
+        for r in to_delete:
+            send_deletion_confirmation(r['email'])
        with open(EMAILS_FILE, 'w') as f:
-            json.dump([], f)
-        print(f'[email] emails.json cleared after notifying {len(emails)} address(es)')
+            json.dump(to_keep, f)
+        print(f'[email] Deleted {len(to_delete)} address(es), kept {len(to_keep)} retained address(es)')

    t = threading.Thread(target=notify_then_delete, daemon=True)
    t.start()
@@ -1299,7 +1368,11 @@ def admin():
            'total': len(q_answers),
            'counts': dict(Counter(q_answers).most_common())
        })
-    return render_template('admin.html', processed=processed, emails=load_emails(), comments=load_comments())
+    email_records = load_email_records()
+    return render_template('admin.html', processed=processed,
+                           email_records=email_records,
+                           emails=load_emails(),
+                           comments=load_comments())


 # Clears all answers — used by the admin page reset button
@@ -246,18 +246,29 @@
            <div style="margin-top:28px;">
                <div class="section-title">Emails collected (full report requests)</div>
                <div style="background:white;border-radius:12px;border:1px solid #e8eef4;padding:16px 20px;">
-                    {% if emails %}
-                        <div style="display:flex;align-items:center;justify-content:space-between;margin-bottom:10px;">
-                            <div style="font-size:13px;color:#4a5568;">{{ emails | length }} address{{ 'es' if emails | length != 1 else '' }} collected</div>
+                    {% if email_records %}
+                        {% set pending  = email_records | selectattr('retained', 'equalto', false) | list %}
+                        {% set retained = email_records | selectattr('retained', 'equalto', true)  | list %}
+                        <div style="display:flex;align-items:center;justify-content:space-between;margin-bottom:12px;">
+                            <div style="font-size:13px;color:#4a5568;">{{ email_records | length }} total &nbsp;|&nbsp; <span style="color:#059669;font-weight:600;">{{ retained | length }} retained</span> &nbsp;|&nbsp; <span style="color:#e53e3e;font-weight:600;">{{ pending | length }} pending deletion</span></div>
                            <div style="display:flex;gap:8px;">
                                <button onclick="sendAllReports()" style="background:#7c3aed;color:white;border:none;border-radius:7px;padding:6px 14px;font-size:12px;font-weight:700;cursor:pointer;font-family:inherit;">Send Full Report to All</button>
-                                <button onclick="deleteAndNotify()" style="background:#e53e3e;color:white;border:none;border-radius:7px;padding:6px 14px;font-size:12px;font-weight:700;cursor:pointer;font-family:inherit;">Delete and Notify All</button>
+                                <button onclick="deleteAndNotify()" style="background:#e53e3e;color:white;border:none;border-radius:7px;padding:6px 14px;font-size:12px;font-weight:700;cursor:pointer;font-family:inherit;">Delete Pending and Notify</button>
                            </div>
                        </div>
                        <div id="sendReportMsg" style="display:none;font-size:12px;color:#059669;margin-bottom:8px;font-weight:600;"></div>
-                        {% for email in emails %}
-                        <div style="font-size:13px;color:#1a365d;padding:6px 0;border-bottom:1px solid #f0f4f8;font-family:'SF Mono','Fira Code',monospace;">{{ email }}</div>
+                        {% if retained %}
+                        <div style="font-size:11px;font-weight:700;color:#059669;text-transform:uppercase;letter-spacing:0.8px;margin-bottom:4px;">Retained (opted in)</div>
+                        {% for r in retained %}
+                        <div style="font-size:13px;color:#1a365d;padding:6px 0;border-bottom:1px solid #f0f4f8;font-family:'SF Mono','Fira Code',monospace;">{{ r.email }} <span style="font-size:11px;color:#059669;font-family:inherit;">&#10003; keeping</span></div>
                        {% endfor %}
+                        {% endif %}
+                        {% if pending %}
+                        <div style="font-size:11px;font-weight:700;color:#e53e3e;text-transform:uppercase;letter-spacing:0.8px;margin-top:10px;margin-bottom:4px;">Pending deletion</div>
+                        {% for r in pending %}
+                        <div style="font-size:13px;color:#1a365d;padding:6px 0;border-bottom:1px solid #f0f4f8;font-family:'SF Mono','Fira Code',monospace;">{{ r.email }}</div>
+                        {% endfor %}
+                        {% endif %}
                    {% else %}
                        <div style="font-size:13px;color:#a0aec0;">No emails collected yet. They appear here when attendees request the full report on the analysis page.</div>
                    {% endif %}