Consent Management
How Locari collects, tracks, and documents consent from applicants — with automatic reminders and secure withdrawal.
Before Locari evaluates an application with AI, it obtains the applicant's explicit consent. This page shows how the consent process works, what you can do, and what happens automatically.
What Locari does automatically: send consent email, send reminders on day 1, 3, and 5, expire consent after 10 days without response and delete data. What you decide: whether to send a manual reminder, whether to set a consent for a channel outside email, how to handle withdrawal.
Common Tasks
- Check an applicant's consent status
- Send a manual reminder
- Understand consent for chatbot entry
- Process a withdrawal
- Export consent records
- Understand consent email language
How To
View consent status
- Open the applicant profile.
- Switch to the Data Protection tab.
- The current status is displayed (pending / granted / declined / withdrawn / expired).
- Example: Applicant Schmidt, status "pending for 3 days, 2 reminders sent".
Send manual reminder
- Open the Data Protection tab — status must be "pending".
- Click the Send reminder button.
- Locari sends an unscheduled reminder email; the automatic reminder schedule continues unchanged.
What Locari does in the automatic reminder schedule: day 1, day 3, day 5 — maximum 3 reminders. After day 5 and with no response by day 10, consent is automatically marked as expired and data is deleted. What you decide: you can trigger an additional manual reminder at any time without changing the automatic schedule.
Views and Fields
"Data Protection" Tab in Applicant Profile
- Status: pending / granted / declined / withdrawn / expired
- Requested on: timestamp of the first consent email
- Granted / declined / withdrawn on: timestamp of the respective action
- Reminder count: how many reminders have already been sent (0–3)
- Channel: email link / chatbot entry / manual entry
- IP address: stored only for consent via email link (GDPR Art. 7 documentation requirement)
- Send reminder button: only visible when status is "pending"
Settings > Data Protection > Consents
- Overview of all consents by status
- Filter by period, status, and applicant
- Export button for documentation
Implicit Consent — Chatbot and Manual Entry
When you enter applicant data yourself via the Locari chatbot or a form, consent is treated as implicitly granted — you as landlord are acting as the responsible party and have actively entered the data. No consent email is sent.
What Locari does for implicit consent: immediately create the consent record as "granted", generate a withdrawal token (so the right of withdrawal under Art. 7(3) GDPR is preserved). What you decide: whether to inform the applicant retrospectively about the data processing — this is recommended for the transparency obligation under Art. 13/14 GDPR.
Consent Email Language
The language of the consent email is determined by the country of the listing:
| Country of Listing | Language |
|---|---|
| Germany (DE), Austria (AT), Switzerland (CH) | German |
| France (FR) | French |
| United Kingdom (GB) | English |
| Other or not set | German (default) |
Revocation of Consent
By the Applicant
The withdrawal link in every consent email is permanently valid and never expires. Applicants can at any time:
- Click the withdrawal link in the email.
- Or write to you in writing — you initiate the withdrawal manually.
After withdrawal, data deletion runs automatically:
- Confirmation email to the applicant (before deletion)
- Complete deletion of all applicant data (profile, documents, communication, notes)
- Anonymization of the consent record — proof for supervisory authorities is retained (Art. 7(1) GDPR)
Data deletion after withdrawal is irreversible. The consent record itself is anonymized (no longer personally identifiable), but the audit trail remains available for authority requests.
When Consent is Declined
If the applicant declines consent, Locari immediately deletes the applicant data and sends a confirmation email to the applicant. You are notified.
When Consent Expires
If an applicant does not respond after 10 days, consent is automatically marked as expired and data is deleted — the same deletion sequence as for a decline.
Burden of Proof and Export
Locari documents for each consent:
- Timestamps (request, grant, decline, withdrawal, expiry)
- Status and channel
- IP address and user agent (for consent via email link)
- Number of reminders sent
Export: under Settings > Data Protection > Export consents — select period, select format, download.
Permissions and Multi-select
- View consent status: all team members.
- Send manual reminder: all members.
- Initiate withdrawal manually and export consents: only administrators — withdrawal triggers an irreversible data deletion.
- Multiple applicants at once: Applicant List — bulk reject, filter by phase and status, sort by score.