# Restricted contacts: keep what the law requires

This page contains AI-generated content.

> Set a contact aside under Art. 18 GDPR: out of lists, search, mail and Pets until the day you name, then deleted. Plus ID copies with their own, shorter period.

**Status:** Alpha — Built on request. The app says so where you use it and asks what is missing.
**On the broker’s path:** The firm

**The problem this solves:** A contact the firm must keep by law cannot simply be deleted, yet it should not keep showing up in lists, mail and the daily work.

**Alpha:** this feature was built on request. The app marks it as Alpha where you use it and
asks what is missing.

**In short:** a contact you must keep by law — anti-money-laundering records, tax and commercial
law, a legal claim — does not have to stay in your daily work. Choose **Restrict** instead of
**Delete**: the contact stays stored, disappears from lists, search, mail, Pets and the running
export, and is deleted after the day you name.

## What you can do

- **Delete or restrict.** Deleting a contact opens one question: **Delete** (as before, with
  fifteen minutes to undo) or **Restrict (Art. 18 GDPR)**.
- **Name the reason and the day.** The reasons are anti-money-laundering law, tax and
  commercial law, legal claims, or another reason. The last day kept is prefilled with the
  longest period among your markets (Germany, Austria, Switzerland) and you can change it, up
  to the end of the year ten years from now. The dialog tells you how many other entries the
  restriction sets aside with the contact.
- **See what is restricted.** **Restricted contacts**, beside **Recently deleted** on the
  contact list, shows each contact with its reason and the day after which it is deleted.
- **Lift it.** **Lift restriction** brings the contact back. Tell the person first; Art. 18(3)
  GDPR asks you to inform them before a restriction ends.
- **Delete it now.** **Delete now** erases a restricted contact and what belongs to it at
  once, without waiting for the day.

## How it works

A restricted contact is not shown anywhere you work: not in lists or search, not as a recipient
of mail, not to Pets, not in the running data export. A new enquiry from the same address
becomes a new contact. The objection and unsubscribe links still work, because they are the
person's own act. On the day after the one you named, the contact and what belongs to it are
deleted for good, and a proof of the deletion remains. Who may delete a contact may restrict,
lift or delete it from the list.

A contact that came from an ImmoScout24 enquiry can only be restricted for a legal duty, not
for "another reason".

## ID copies with their own period

Upload a copy of an ID in **Files** and choose **ID copy (AML)**. It belongs to a contact and
gets its own last day kept, prefilled with the end of the year five years from now and
extendable to ten (§ 8 GwG). Thirty days before that day the inbox reminds you and
**Files** lets you extend it. A copy is erased with its contact or on its day, whichever comes
first, is never read by Pets or AI and never goes to a portal. Where you can, ask to see the
ID instead of copying it. In the check of a deal, note the document type and the date of the
check, not the ID number.

## Limits and notes

- **Alpha.** The periods prefilled for each country are the longer lawful ones until counsel
  confirms them; you choose the day.
- **Workspaces only.** Contacts in a personal space cannot be restricted.
- **A deleted contact first.** A contact in its fifteen-minute undo window is restored before
  it can be restricted.
- **ID copies** are uploaded in Files, not yet in a deal's file tab. A deal that names a
  restricted contact shows it as unavailable.
- This page describes the product; it is not legal advice.

## Frequently asked questions

### Does a restricted contact count towards my contacts?

No. It is out of lists and counts until you lift the restriction.

### What happens to a contact's enquiries and notes?

They are set aside with the contact and deleted with it. The dialog counts them before you
confirm.

### Can I extend the period later?

Lift the restriction and restrict the contact again with a later day, within the ten-year limit.

## New in this feature

- App 0.52.26: When a colleague deletes, restricts, restores or moves a contact on or off a board, your contact list follows at once.
- Platform 0.34.18: A contact a colleague deletes, restricts, restores or moves on or off a board now changes on your screen at once.
- App 0.49.2: Restricting a contact (Alpha) now has its own feedback topics, so you can tell us what is missing.
- App 0.49.1: A contact whose restriction you lift is back in the list at once, without reloading the page.
- App 0.49.0: A contact you must keep by law can now be set aside from daily work until the day it is erased.
- App 0.49.0: A copy of an ID can now be filed with its contact and kept only until a day you choose, and the inbox says a month before it goes.

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HTML version: https://docs.capitality.io/features/contact-holds/ · Language: en