Add full GDPR email lifecycle: confirmation, report, and deletion notice
- Attendee immediately receives a data-retention notice on email capture, explaining purpose, deletion deadline (10 July 2026), and how to reply KEEP if they want their contact retained - Admin page: Send Full Report to All button (purple) triggers the PDF report to all collected addresses after the conference - Admin page: Delete and Notify All button (red) emails each address a deletion confirmation then wipes emails.json, completing the GDPR cycle - send_deletion_confirmation() notifies under GDPR Article 17 before data is removed Co-Authored-By: Claude Sonnet 4.6 <noreply@anthropic.com>
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beantownbabeandClaude Sonnet 4.6 committed
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@@ -894,10 +894,126 @@ def generate_analysis_pdf():
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return bytes(pdf.output())
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def send_confirmation_email(to_email):
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"""Sends an immediate data-retention notice to the attendee. Runs in a background thread."""
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if not MAIL_HOST or not MAIL_USER or not MAIL_PASS:
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print(f'[email] SMTP not configured, skipping confirmation to {to_email}')
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return
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try:
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msg = MIMEMultipart()
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msg['From'] = f'HiActs Poll - TXproducts <{MAIL_USER}>'
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msg['To'] = to_email
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msg['Subject'] = 'Hi-Acts Poll: your data and your full report'
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body_html = f"""
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<div style="font-family:sans-serif;max-width:560px;margin:0 auto;color:#2d3748">
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<div style="background:linear-gradient(135deg,#0f2744,#1a4a8a);padding:28px 32px;border-radius:10px 10px 0 0">
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<p style="color:#f5c842;font-size:11px;font-weight:700;letter-spacing:1.2px;text-transform:uppercase;margin:0 0 8px">Hi-Acts 3rd Network Meeting</p>
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<h1 style="color:white;font-size:22px;margin:0;line-height:1.3">Thank you for participating</h1>
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</div>
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<div style="background:#f8fafc;padding:28px 32px;border:1px solid #e2e8f0;border-radius:0 0 10px 10px">
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<p>We have received your email address and will send you the full Innovation Challenge Arena analysis report after the event.</p>
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<div style="background:#fffbeb;border:1px solid #fcd34d;border-radius:8px;padding:16px 20px;margin:20px 0">
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<p style="font-weight:700;color:#92400e;margin:0 0 8px">Your data and your rights</p>
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<p style="color:#78350f;font-size:13px;margin:0;line-height:1.7">
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Your email address is held by TXproducts GmbH solely for the purpose of sending you this report.
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It will not be shared with or sold to any third party.
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It will be permanently deleted by <strong>10 July 2026</strong> unless you ask us to keep it.
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</p>
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</div>
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<p style="font-size:14px;color:#4a5568;">
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<strong>If you would like TXproducts to retain your contact details</strong> for future updates
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and communications, simply reply to this email with the word <strong>KEEP</strong>.
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If you do nothing, your email will be deleted by 10 July 2026 as stated.
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</p>
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<p style="font-size:14px;color:#4a5568;">
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To request immediate deletion or to exercise any of your rights under GDPR,
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contact us at <a href="mailto:mblack@txproducts.de" style="color:#2563eb;">mblack@txproducts.de</a>.
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</p>
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<p style="color:#8a9baf;font-size:12px;margin-top:24px;border-top:1px solid #e2e8f0;padding-top:16px">
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TXproducts GmbH | mblack@txproducts.de<br>
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Data processed under GDPR Article 6(1)(a) on the basis of your consent.
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</p>
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</div>
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</div>
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"""
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msg.attach(MIMEText(body_html, 'html'))
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with smtplib.SMTP(MAIL_HOST, MAIL_PORT, timeout=15) as server:
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server.ehlo()
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server.starttls()
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server.login(MAIL_USER, MAIL_PASS)
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server.send_message(msg)
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print(f'[email] Confirmation sent to {to_email}')
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except Exception as e:
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print(f'[email] Failed to send confirmation to {to_email}: {e}')
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def send_deletion_confirmation(to_email):
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"""Notifies the attendee that their email has been deleted. Call before wiping emails.json."""
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if not MAIL_HOST or not MAIL_USER or not MAIL_PASS:
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print(f'[email] SMTP not configured, skipping deletion notice to {to_email}')
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return
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try:
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msg = MIMEMultipart()
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msg['From'] = f'HiActs Poll - TXproducts <{MAIL_USER}>'
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msg['To'] = to_email
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msg['Subject'] = 'Hi-Acts Poll: your email address has been deleted'
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body_html = f"""
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<div style="font-family:sans-serif;max-width:560px;margin:0 auto;color:#2d3748">
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<div style="background:linear-gradient(135deg,#0f2744,#1a4a8a);padding:28px 32px;border-radius:10px 10px 0 0">
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<p style="color:#f5c842;font-size:11px;font-weight:700;letter-spacing:1.2px;text-transform:uppercase;margin:0 0 8px">Hi-Acts 3rd Network Meeting</p>
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<h1 style="color:white;font-size:22px;margin:0;line-height:1.3">Your data has been deleted</h1>
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</div>
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<div style="background:#f8fafc;padding:28px 32px;border:1px solid #e2e8f0;border-radius:0 0 10px 10px">
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<p>This is to confirm that your email address has been permanently deleted from the
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Hi-Acts Innovation Challenge Arena poll system operated by TXproducts GmbH.</p>
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<div style="background:#f0fdf4;border:1px solid #86efac;border-radius:8px;padding:16px 20px;margin:20px 0">
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<p style="font-weight:700;color:#166534;margin:0 0 6px">Deletion confirmed</p>
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<p style="color:#15803d;font-size:13px;margin:0;line-height:1.7">
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Your email address is no longer stored in any TXproducts system related to this event.
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No further emails will be sent to this address from the Hi-Acts poll.
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</p>
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</div>
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<p style="font-size:14px;color:#4a5568;">
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If you have any questions or concerns, contact us at
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<a href="mailto:mblack@txproducts.de" style="color:#2563eb;">mblack@txproducts.de</a>.
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</p>
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<p style="color:#8a9baf;font-size:12px;margin-top:24px;border-top:1px solid #e2e8f0;padding-top:16px">
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TXproducts GmbH | mblack@txproducts.de<br>
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This deletion was carried out in accordance with GDPR Article 17 (Right to Erasure).
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</p>
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</div>
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</div>
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"""
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msg.attach(MIMEText(body_html, 'html'))
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with smtplib.SMTP(MAIL_HOST, MAIL_PORT, timeout=15) as server:
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server.ehlo()
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server.starttls()
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server.login(MAIL_USER, MAIL_PASS)
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server.send_message(msg)
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print(f'[email] Deletion confirmation sent to {to_email}')
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except Exception as e:
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print(f'[email] Failed to send deletion notice to {to_email}: {e}')
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def send_analysis_report(to_email):
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"""Generates the PDF and emails it to the given address. Runs in a background thread."""
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if not MAIL_HOST or not MAIL_USER or not MAIL_PASS:
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print(f'[email] SMTP not configured — cannot send to {to_email}')
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print(f'[email] SMTP not configured, skipping report to {to_email}')
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return
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try:
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@@ -1053,18 +1169,49 @@ def question_view(q_id):
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return render_template('question_view.html', question=q, questions=QUESTIONS)
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# Receives an email address, stores it, then sends the analysis PDF in the background
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# Receives an email address, stores it, and sends an immediate data-retention notice
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@app.route('/api/email', methods=['POST'])
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def capture_email():
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data = request.json
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email = (data.get('email') or '').strip()
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if email and '@' in email and '.' in email:
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store_email(email)
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t = threading.Thread(target=send_analysis_report, args=(email,), daemon=True)
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t = threading.Thread(target=send_confirmation_email, args=(email,), daemon=True)
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t.start()
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return jsonify({'ok': True})
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# Sends the full PDF analysis report to every collected email address (run this after the conference)
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@app.route('/admin/send_all_reports', methods=['POST'])
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def send_all_reports():
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emails = load_emails()
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if not emails:
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return jsonify({'ok': False, 'message': 'No emails collected yet'})
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for email in emails:
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t = threading.Thread(target=send_analysis_report, args=(email,), daemon=True)
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t.start()
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return jsonify({'ok': True, 'message': f'Sending report to {len(emails)} address(es)'})
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# Sends a deletion confirmation to every stored email, then wipes emails.json
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@app.route('/admin/delete_and_notify', methods=['POST'])
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def delete_and_notify():
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emails = load_emails()
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if not emails:
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return jsonify({'ok': False, 'message': 'No emails to delete'})
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def notify_then_delete():
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for email in emails:
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send_deletion_confirmation(email)
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with open(EMAILS_FILE, 'w') as f:
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json.dump([], f)
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print(f'[email] emails.json cleared after notifying {len(emails)} address(es)')
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t = threading.Thread(target=notify_then_delete, daemon=True)
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t.start()
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return jsonify({'ok': True, 'message': f'Notifying {len(emails)} address(es) then deleting data'})
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# Downloads all poll responses as a CSV file — one row per respondent
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@app.route('/admin/export')
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def export_csv():
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+33
-1
@@ -247,7 +247,14 @@
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<div class="section-title">Emails collected (full report requests)</div>
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<div style="background:white;border-radius:12px;border:1px solid #e8eef4;padding:16px 20px;">
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{% if emails %}
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<div style="font-size:13px;color:#4a5568;margin-bottom:10px;">{{ emails | length }} address{{ 'es' if emails | length != 1 else '' }} collected</div>
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<div style="display:flex;align-items:center;justify-content:space-between;margin-bottom:10px;">
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<div style="font-size:13px;color:#4a5568;">{{ emails | length }} address{{ 'es' if emails | length != 1 else '' }} collected</div>
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<div style="display:flex;gap:8px;">
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<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>
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<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>
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</div>
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</div>
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<div id="sendReportMsg" style="display:none;font-size:12px;color:#059669;margin-bottom:8px;font-weight:600;"></div>
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{% for email in emails %}
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<div style="font-size:13px;color:#1a365d;padding:6px 0;border-bottom:1px solid #f0f4f8;font-family:'SF Mono','Fira Code',monospace;">{{ email }}</div>
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{% endfor %}
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@@ -290,6 +297,31 @@
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if (!confirm('Reset ALL poll data? This cannot be undone.')) return;
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fetch('/admin/reset', { method: 'POST' }).then(() => location.reload());
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}
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/* Sends the full PDF analysis report to every collected email address */
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function sendAllReports() {
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if (!confirm('Send the full analysis PDF to all collected email addresses? This cannot be undone.')) return;
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fetch('/admin/send_all_reports', { method: 'POST' })
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.then(r => r.json())
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.then(data => {
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const msg = document.getElementById('sendReportMsg');
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msg.textContent = data.message;
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msg.style.display = 'block';
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});
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}
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/* Emails a deletion confirmation to every address, then wipes emails.json */
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function deleteAndNotify() {
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if (!confirm('This will email every address a deletion confirmation and then permanently delete all stored emails. Are you sure?')) return;
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fetch('/admin/delete_and_notify', { method: 'POST' })
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.then(r => r.json())
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.then(data => {
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const msg = document.getElementById('sendReportMsg');
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msg.textContent = data.message;
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msg.style.display = 'block';
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setTimeout(() => location.reload(), 4000);
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});
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}
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</script>
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</body>
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</html>
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