emails · PRIMARY EVIDENCE
Processor review - actions
emails/08_dpa-review-actions.txt
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1*** SYNTHETIC DATA. Entirely fictional. Acme Org, Meridian Consulting and every
2*** person named are invented. Generated for the RELEX challenge track,
3*** AaltoAI Hackathon 2026.
5Subject: Processor review - actions
6From: Katarina Voss <katarina.voss@acme-org.example>
7Date: Tuesday, June 23, 2026 10:05 AM
8To: Marco Rossi <marco.rossi@relexsolutions.example>
9Cc: Lena Fischer <lena.fischer@acme-org.example>
10Messages in thread: 4
12This email originated from outside of RELEX. Be careful of attachments and links from unknown senders. Report suspicious emails using the report button.
14Marco,
16Item 3.
18Katarina Voss
19Data Protection Officer
20Acme Org GmbH | Hansaring 82, 50670 Köln
21datenschutz@acme-org.example
22+49 151 4408 2295
23Diese E-Mail und etwaige Anhänge sind vertraulich und ausschliesslich für den genannten
24Empfänger bestimmt. Sollten Sie nicht der richtige Empfänger sein, ist jede Verwendung,
25Vervielfältigung oder Weitergabe untersagt.
28Von: Katarina Voss <katarina.voss@acme-org.example>
29Gesendet: Donnerstag, 30. April 2026 09:20
30An: Marco Rossi <marco.rossi@relexsolutions.example>
31Cc: Lena Fischer <lena.fischer@acme-org.example>; Priya Nair <priya.nair@acme-org.example>
32Betreff: Re: Processor review - actions
34This email originated from outside of RELEX. Be careful of attachments and links from unknown senders. Report suspicious emails using the report button.
36Thank you, that is a good response to three.
38On item 4, I want to register a concern rather than an action. If you extract from a
39transcript and then delete the transcript, and the extraction has carried across
40something personal, you have made that permanent and removed the only means of checking.
41Please think about it before you run the backlog.
43Item 3 remains open.
45Katarina Voss
46Data Protection Officer
47Acme Org GmbH | Hansaring 82, 50670 Köln
48datenschutz@acme-org.example
49+49 151 4408 2295
50Diese E-Mail und etwaige Anhänge sind vertraulich und ausschliesslich für den genannten
51Empfänger bestimmt. Sollten Sie nicht der richtige Empfänger sein, ist jede Verwendung,
52Vervielfältigung oder Weitergabe untersagt.
55From: Marco Rossi <marco.rossi@relexsolutions.example>
56Sent: Wednesday, April 29, 2026 14:15
57To: Katarina Voss <katarina.voss@acme-org.example>
58Cc: Lena Fischer <lena.fischer@acme-org.example>; Priya Nair <priya.nair@acme-org.example>; Tomas Lindholm <tomas.lindholm@relexsolutions.example>
59Subject: Re: Processor review - actions
61Katarina,
63Responses to three of four.
651. Hosting is EU West region. It is named in Schedule 2 of the agreement. Extract
66 attached.
682. The fifth sub-processor is Halberd Observability BV, registered in the Netherlands.
69 They process application telemetry and logs. Processing occurs in the Netherlands and
70 Ireland. You were not notified because our notification process only covered
71 sub-processors handling primary customer data, and telemetry was not classified that
72 way. That classification was wrong and we have changed it.
744. Retention period is set at eighteen months from creation, effective 1 May. The
75 existing backlog is being worked through - commitments and decisions extracted into a
76 record, then the underlying transcript deleted.
78I owe you item 3 and I do not want to send you a partial answer on it.
80Marco Rossi
81Account Executive [Image removed by sender]
82+351 912 447 026 | CET/CEST
83marco.rossi@relexsolutions.example
84Rua do Ouro 42, 1100-063 Lisboa
85Connect with me
86[Image removed by sender]
87[Image removed by sender]
88Plan better. Sell more. Waste less
89relexsolutions.example [Image removed by sender]
90LinkedInYouTube
91[Image removed by sender]
94Von: Katarina Voss <katarina.voss@acme-org.example>
95Gesendet: Donnerstag, 9. April 2026 16:30
96An: Marco Rossi <marco.rossi@relexsolutions.example>
97Cc: Lena Fischer <lena.fischer@acme-org.example>; Priya Nair <priya.nair@acme-org.example>
98Betreff: Processor review - actions
100This email originated from outside of RELEX. Be careful of attachments and links from unknown senders. Report suspicious emails using the report button.
102Marco,
104Following this afternoon, the four actions as I recorded them.
1061. Written confirmation of hosting region and whether it is named in the current
107 agreement.
1082. The fifth sub-processor: identity, what they process, where processing occurs, and
109 the transfer mechanism if any of it is outside the EU. Plus why we were not notified.
1103. The erasure request made in November: confirmation that it is fully closed, with a
111 list of every location the data was held.
1124. A stated retention period for meeting recordings and transcripts, and a position on
113 the existing two years of material.
115I would like all four within four weeks.
117Katarina Voss
118Data Protection Officer
119Acme Org GmbH | Hansaring 82, 50670 Köln
120datenschutz@acme-org.example
121+49 151 4408 2295
122Diese E-Mail und etwaige Anhänge sind vertraulich und ausschliesslich für den genannten
123Empfänger bestimmt. Sollten Sie nicht der richtige Empfänger sein, ist jede Verwendung,
124Vervielfältigung oder Weitergabe untersagt.