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[TBT- 428] Retention policy mailers #351

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03abd92
add gdpr data_retention_notice template and mailer for all the three …
nikolaTrichkovski Sep 22, 2025
132d2d5
dynamic days in subject
nikolaTrichkovski Sep 22, 2025
4ea2ca2
add data_deletion_confirmation template
nikolaTrichkovski Sep 23, 2025
66e44d6
add upcoming mail template
nikolaTrichkovski Sep 26, 2025
6da597e
TBT-428 Correct documentation links
Oct 10, 2025
be0c4bb
TBT-428 Remove extra 'The' from email signature
Oct 10, 2025
9ca5760
remove puts
nikolaTrichkovski Oct 12, 2025
2e77bf7
TBT-428 Correct deletion email wording and styling
Oct 12, 2025
995b6f6
TBT-428 Correct deletion email wording and styling
Oct 12, 2025
c406877
TBT-428 Correct email signature
Oct 13, 2025
b3a5f7e
TBT-428 Update doucmentation links
Oct 13, 2025
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36 changes: 36 additions & 0 deletions lib/travis/addons/gdpr/mailer/gdpr_mailer.rb
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Original file line number Diff line number Diff line change
Expand Up @@ -24,6 +24,42 @@ def purge(receivers, request_date)
mail(from: travis_email, to: receivers, subject: 'Your data was purged', template_path: 'gdpr_mailer')
end

# Retention policy notifications

def data_retention_notice(receivers, owner, retention)
@owner = owner
@retention = retention
mail(
from: travis_email,
to: receivers,
subject: "Notice: Data Stored at Travis CI Older Than #{retention[:months]} Months",
template_path: 'gdpr_mailer'
)
end

def upcoming_data_deletion_notice(receivers, owner, retention)
@owner = owner
@retention = retention
days = (retention[:days_until_deletion]).to_i
mail(
from: travis_email,
to: receivers,
subject: "Reminder: Scheduled Deletion of Data Older Than #{retention[:months]} Months in #{days} Days",
template_path: 'gdpr_mailer'
)
end

def data_deletion_confirmation(receivers, owner, retention) # Comes from travis-gdpr
@owner = owner
@retention = retention
mail(
from: travis_email,
to: receivers,
subject: "Confirmation: Data Older Than #{retention[:months]} Has Been Removed",
template_path: 'gdpr_mailer'
)
end

private

def travis_email
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98 changes: 98 additions & 0 deletions lib/travis/addons/gdpr/mailer/views/gdpr_mailer/data_deletion_confirmation.html.erb
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@@ -0,0 +1,98 @@
<!DOCTYPE html>
<html>
<head>
<meta http-equiv="Content-Type" content="text/html; charset=utf-8">
<meta http-equiv="X-UA-Compatible" content="ie=edge">
<meta name="viewport" content="width=device-width, initial-scale=1">

<style type="text/css" media="screen">
body { min-width: 100%; height: 100%; margin: 0; padding: 0; }
body, td { font-family: 'Source Sans Pro', 'Helvetica Neue', Helvetica, Arial, sans-serif; }
#travis-ci-email-container { height: 100%; width: 100%; padding: 30px; text-align: center; color: #333; line-height: 1.4; background-color: #F4F5F9; background-image: url("#{Travis.config.s3.url}/billing-background.png"); background-size: 600px 600px; }
#email-central-container { padding-bottom: 20px; width: 500px; }
#email-content-container { padding: 6% 7% 5% 7%; background-color: #FFFFFF; text-align: left; }
#email-content-container p { font-size: 16px; margin: 0 0 10px 0; }
#travis-logo-img-container { border-bottom: 2px solid #e5e7e9; padding-bottom: 4.545%; text-align: center; }
#travis-logo-img { width: 42%; }
h2 { font-size: 24px; font-weight: 600; margin: 10.227% 0 6.818% 0; text-align: center; }
ul { padding-left: 18px; }
#closing-message-section { padding: 10.227% 0 1.136% 0; text-align: center; }
#travis-ci-email-footer-container { padding: 13% 7% 5% 7%; }
#questions-section { font-size: 18px; color: #0068FF; padding-bottom: 10.227%; text-align: center; }
#questions-section a { color: #0068FF; }
#email-footer-section { font-size: 11px; color: #9EA3A8; text-align: center; padding-top: 0px; margin: 0px; }
#email-footer-section p { margin: 0px; }
</style>
</head>
<body class="not-wide" style="min-width: 100%;height: 100%;margin: 0;padding: 0;font-family: 'Source Sans Pro', 'Helvetica Neue', Helvetica, Arial, sans-serif;">
<table id="travis-ci-email-container" align="center" border="0" cellpadding="0" cellspacing="0" height="100%" width="100%">
<tr>
<td align="center" valign="top">
<table id="email-central-container" border="0" cellpadding="0" cellspacing="0">
<tr>
<td>
<table id="email-content-container" border="0" cellpadding="0" cellspacing="0">
<tr>
<td id="travis-logo-img-container">
<img src="https://s3.amazonaws.com/travis-email-assets/travis_ci_logo.png" alt="Travis CI Logo" id="travis-logo-img">
</td>
</tr>
<tr>
<td>
<p>Hello <%= @owner[:name] %>,</p>
<p>This is an automated confirmation from Travis CI.</p>
<p>As part of our storage retention policy, the following types of data older than <%= @retention[:months] %> months have been permanently removed from your account:</p>
<ul>
<li>Cached artifacts</li>
<li>Build logs</li>
<li>Customized images</li>
</ul>
<p>
No further action is required on your part.
<br>
If you have questions about this removal or our retention policy, please refer to our
<a href="https://docs.travis-ci.com" style="color: #0068FF;">documentation</a> or contact our support team.
</p>
</td>
</tr>
<tr>
<td id="closing-message-section" valign="top">
<p>
Thank you for your understanding,
<br>
Travis CI Support Team
</p>
</td>
</tr>
</table>
<table id="travis-ci-email-footer-container" border="0" cellpadding="0" cellspacing="0">
<tr>
<td id="questions-section" align="center" valign="top">
<span>Have any questions?</span>
<span>
<a href="mailto:[email protected]">We&rsquo;re here to help.</a>
</span>
</td>
</tr>
<tr>
<td id="travis-ci-footer-logo-section" style="text-align: center;padding-bottom: 7.954%;">
<%= link_to(image_tag("#{Travis.config.s3.url}/TravisCI-Logo-BW.png", alt: 'black and white travis ci logo'), 'https://travis-ci.com')%>
</td>
</tr>
<tr>
<td id="email-footer-section">
<p>
Travis CI GmbH, Bonner Straße 12, 51379 Leverkusen, Germany | GF/CEO: Randy Jacops |
<span>Contact: <%= link_to('[email protected]', 'mailto:[email protected]', style: 'color: #9EA3A8')%> | Amtsgericht Charlottenburg, Berlin, HRB 108397 | Umsatzsteuer-ID gemäß §27 a Umsatzsteuergesetz: DE282002648</span>
</p>
</td>
</tr>
</table>
</td>
</tr>
</table>
</td>
</tr>
</table>
</body>
</html>
102 changes: 102 additions & 0 deletions lib/travis/addons/gdpr/mailer/views/gdpr_mailer/data_retention_notice.html.erb
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@@ -0,0 +1,102 @@
<!DOCTYPE html>
<html>
<head>
<meta http-equiv="Content-Type" content="text/html; charset=utf-8">
<meta http-equiv="X-UA-Compatible" content="ie=edge">
<meta name="viewport" content="width=device-width, initial-scale=1">

<style type="text/css" media="screen">
body { min-width: 100%; height: 100%; margin: 0; padding: 0; }
body, td { font-family: 'Source Sans Pro', 'Helvetica Neue', Helvetica, Arial, sans-serif; }
#travis-ci-email-container { height: 100%; width: 100%; padding: 30px; text-align: center; color: #333; line-height: 1.4; background-color: #F4F5F9; background-image: url("#{Travis.config.s3.url}/billing-background.png"); background-size: 600px 600px; }
#email-central-container { padding-bottom: 20px; width: 500px; }
#email-content-container { padding: 6% 7% 5% 7%; background-color: #FFFFFF; text-align: left; }
#email-content-container p { font-size: 16px; margin: 0 0 10px 0; }
#travis-logo-img-container { border-bottom: 2px solid #e5e7e9; padding-bottom: 4.545%; text-align: center; }
#travis-logo-img { width: 42%; }
h2 { font-size: 24px; font-weight: 600; margin: 10.227% 0 6.818% 0; text-align: center; }
ul { padding-left: 18px; }
#closing-message-section { padding: 10.227% 0 1.136% 0; text-align: center; }
#travis-ci-email-footer-container { padding: 13% 7% 5% 7%; }
#questions-section { font-size: 18px; color: #0068FF; padding-bottom: 10.227%; text-align: center; }
#questions-section a { color: #0068FF; }
#email-footer-section { font-size: 11px; color: #9EA3A8; text-align: center; padding-top: 0px; margin: 0px; }
#email-footer-section p { margin: 0px; }
</style>
</head>
<body class="not-wide" style="min-width: 100%;height: 100%;margin: 0;padding: 0;font-family: 'Source Sans Pro', 'Helvetica Neue', Helvetica, Arial, sans-serif;">
<table id="travis-ci-email-container" align="center" border="0" cellpadding="0" cellspacing="0" height="100%" width="100%">
<tr>
<td align="center" valign="top">
<table id="email-central-container" border="0" cellpadding="0" cellspacing="0">
<tr>
<td>
<table id="email-content-container" border="0" cellpadding="0" cellspacing="0">
<tr>
<td id="travis-logo-img-container">
<img src="https://s3.amazonaws.com/travis-email-assets/travis_ci_logo.png" alt="Travis CI Logo" id="travis-logo-img">
</td>
</tr>
<tr>
<td>
<h2>Notice: Data Stored at Travis CI Older Than <%= @retention[:months] %> Months</h2>
</td>
</tr>
<tr>
<td>
<p>Hello <%= @owner[:name] %>,</p>
<p>This is an automated notification from Travis CI.</p>
<p>We have detected that some of your stored data is older than <%= @retention[:months] %> months. This may include (but is not limited to):</p>
<ul>
<li>Cached artifacts</li>
<li>Build logs</li>
<li>Customized images</li>
</ul>
<p>Please review and, if necessary, back up or remove this data to ensure continued compliance with storage policies and to free up space for future.</p>
<p>If no action is taken, older data may be subject to automatic removal in accordance with our retention policy (within next <%= @retention[:days_until_deletion] %> days).</p>
<p>
For details on managing stored data, please refer to our <a href="https://docs.travis-ci.com" style="color: #0068FF;">documentation</a>.
</p>
</td>
</tr>
<tr>
<td id="closing-message-section" valign="top">
<p>
Thank you for your attention,
<br>
Travis CI Support Team
</p>
</td>
</tr>
</table>
<table id="travis-ci-email-footer-container" border="0" cellpadding="0" cellspacing="0">
<tr>
<td id="questions-section" align="center" valign="top">
<span>Have any questions?</span>
<span>
<a href="mailto:[email protected]">We&rsquo;re here to help.</a>
</span>
</td>
</tr>
<tr>
<td id="travis-ci-footer-logo-section" style="text-align: center;padding-bottom: 7.954%;">
<%= link_to(image_tag("#{Travis.config.s3.url}/TravisCI-Logo-BW.png", alt: 'black and white travis ci logo'), 'https://travis-ci.com')%>
</td>
</tr>
<tr>
<td id="email-footer-section">
<p>
Travis CI GmbH, Bonner Straße 12, 51379 Leverkusen, Germany | GF/CEO: Randy Jacops |
<span>Contact: <%= link_to('[email protected]', 'mailto:[email protected]', style: 'color: #9EA3A8')%> | Amtsgericht Charlottenburg, Berlin, HRB 108397 | Umsatzsteuer-ID gemäß §27 a Umsatzsteuergesetz: DE282002648</span>
</p>
</td>
</tr>
</table>
</td>
</tr>
</table>
</td>
</tr>
</table>
</body>
</html>
103 changes: 103 additions & 0 deletions lib/travis/addons/gdpr/mailer/views/gdpr_mailer/upcoming_data_deletion_notice.html.erb
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@@ -0,0 +1,103 @@
<!DOCTYPE html>
<html>
<head>
<meta http-equiv="Content-Type" content="text/html; charset=utf-8">
<meta http-equiv="X-UA-Compatible" content="ie=edge">
<meta name="viewport" content="width=device-width, initial-scale=1">

<style type="text/css" media="screen">
body { min-width: 100%; height: 100%; margin: 0; padding: 0; }
body, td { font-family: 'Source Sans Pro', 'Helvetica Neue', Helvetica, Arial, sans-serif; }
#travis-ci-email-container { height: 100%; width: 100%; padding: 30px; text-align: center; color: #333; line-height: 1.4; background-color: #F4F5F9; background-image: url("#{Travis.config.s3.url}/billing-background.png"); background-size: 600px 600px; }
#email-central-container { padding-bottom: 20px; width: 500px; }
#email-content-container { padding: 6% 7% 5% 7%; background-color: #FFFFFF; text-align: left; }
#email-content-container p { font-size: 16px; margin: 0 0 10px 0; }
#travis-logo-img-container { border-bottom: 2px solid #e5e7e9; padding-bottom: 4.545%; text-align: center; }
#travis-logo-img { width: 42%; }
h2 { font-size: 24px; font-weight: 600; margin: 10.227% 0 6.818% 0; text-align: center; }
ul { padding-left: 18px; }
#closing-message-section { padding: 10.227% 0 1.136% 0; text-align: center; }
#travis-ci-email-footer-container { padding: 13% 7% 5% 7%; }
#questions-section { font-size: 18px; color: #0068FF; padding-bottom: 10.227%; text-align: center; }
#questions-section a { color: #0068FF; }
#email-footer-section { font-size: 11px; color: #9EA3A8; text-align: center; padding-top: 0px; margin: 0px; }
#email-footer-section p { margin: 0px; }
</style>
</head>
<body class="not-wide" style="min-width: 100%;height: 100%;margin: 0;padding: 0;font-family: 'Source Sans Pro', 'Helvetica Neue', Helvetica, Arial, sans-serif;">
<table id="travis-ci-email-container" align="center" border="0" cellpadding="0" cellspacing="0" height="100%" width="100%">
<tr>
<td align="center" valign="top">
<table id="email-central-container" border="0" cellpadding="0" cellspacing="0">
<tr>
<td>
<table id="email-content-container" border="0" cellpadding="0" cellspacing="0">
<tr>
<td id="travis-logo-img-container">
<img src="https://s3.amazonaws.com/travis-email-assets/travis_ci_logo.png" alt="Travis CI Logo" id="travis-logo-img">
</td>
</tr>
<tr>
<td>
<% days = (@retention[:days_until_deletion]).to_i %>
<h2>Reminder: Scheduled Deletion of Data Older Than <%= @retention[:months] %> Months in <%= days %> Days</h2>
</td>
</tr>
<tr>
<td>
<p>Hello <%= @owner[:name] %>,</p>
<p>This is an automated reminder from Travis CI.</p>
<% days_body_label = days == 1 ? 'day' : 'days' %>
<p>Some of your stored data is older than <%= @retention[:months] %> months and is scheduled for automatic deletion in <%= days %> <%= days_body_label %>. This may include (but is not limited to):</p>
<ul>
<li>Cached artifacts</li>
<li>Build logs</li>
<li>Customized images</li>
</ul>
<p>If you wish to retain this data, please back it up or update it before the scheduled removal date.</p>
<p>
For guidance on managing stored data, please see our <a href="https://docs.travis-ci.com" style="color: #0068FF;">documentation</a>.
</p>
</td>
</tr>
<tr>
<td id="closing-message-section" valign="top">
<p>
Thank you for helping us maintain a clean and efficient storage environment,
<br>
Travis CI Support Team
</p>
</td>
</tr>
</table>
<table id="travis-ci-email-footer-container" border="0" cellpadding="0" cellspacing="0">
<tr>
<td id="questions-section" align="center" valign="top">
<span>Have any questions?</span>
<span>
<a href="mailto:[email protected]">We&rsquo;re here to help.</a>
</span>
</td>
</tr>
<tr>
<td id="travis-ci-footer-logo-section" style="text-align: center;padding-bottom: 7.954%;">
<%= link_to(image_tag("#{Travis.config.s3.url}/TravisCI-Logo-BW.png", alt: 'black and white travis ci logo'), 'https://travis-ci.com')%>
</td>
</tr>
<tr>
<td id="email-footer-section">
<p>
Travis CI GmbH, Bonner Straße 12, 51379 Leverkusen, Germany | GF/CEO: Randy Jacops |
<span>Contact: <%= link_to('[email protected]', 'mailto:[email protected]', style: 'color: #9EA3A8')%> | Amtsgericht Charlottenburg, Berlin, HRB 108397 | Umsatzsteuer-ID gemäß §27 a Umsatzsteuergesetz: DE282002648</span>
</p>
</td>
</tr>
</table>
</td>
</tr>
</table>
</td>
</tr>
</table>
</body>
</html>
6 changes: 6 additions & 0 deletions lib/travis/addons/gdpr/task.rb
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Expand Up @@ -18,6 +18,12 @@ def send_email
Mailer::GdprMailer.support_export(recipients, params.fetch(:user_name), params.fetch(:url)).deliver
when 'purge'
Mailer::GdprMailer.purge(recipients, params.fetch(:request_date)).deliver
when 'data_retention_notice'
Mailer::GdprMailer.data_retention_notice(recipients, params.fetch(:owner), params.fetch(:retention)).deliver
when 'upcoming_data_deletion_notice'
Mailer::GdprMailer.upcoming_data_deletion_notice(recipients, params.fetch(:owner), params.fetch(:retention)).deliver
when 'data_deletion_confirmation'
Mailer::GdprMailer.data_deletion_confirmation(recipients, params.fetch(:owner), params.fetch(:retention)).deliver
else
raise NoMailType, "#{type} is not a valid email type"
end
Expand Down