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Documentation Index

Fetch the complete documentation index at: https://docs.toktra.dev/llms.txt

Use this file to discover all available pages before exploring further.

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Data Protection Impact Assessment

Toktra has completed a Data Protection Impact Assessment (DPIA) for all personal data processing activities on the platform. The DPIA covers the nature of the data collected (usage metadata — never content), the legal basis for processing (legitimate interests under GDPR Article 6(1)(f)), risk assessment, and the technical and organizational safeguards in place. Key findings from the DPIA:
  • All residual risks reduced to Low or Medium level after applying controls
  • No prior supervisory authority consultation required (no High residual risks)
  • Privacy-by-design architecture confirmed: metadata only, no prompt or response capture
You can request a copy of the Toktra DPIA for your own compliance documentation. Contact legal@toktra.io.

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Employee notice templates

Before deploying Toktra monitoring in your organization, you are required to inform your employees. Toktra provides ready-to-use notice templates for the following jurisdictions:
TemplateJurisdiction
notice-eu-gdpr.mdEU / EEA (GDPR)
notice-uk.mdUnited Kingdom (UK GDPR)
notice-us-ca.mdCalifornia (CCPA / CPRA)
notice-us-general.mdUnited States (general)
For EU/EEA deployments, issue employee notices at least 30 days before monitoring begins. In Germany, works council co-determination (Betriebsverfassungsgesetz §87(1)(6)) may require a Betriebsvereinbarung before deployment. Consult local legal counsel for jurisdiction-specific requirements.
Contact legal@toktra.io to request the notice templates for your organization.

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Data Subject Access Requests (DSAR)

Employees can request a copy of their personal data held by Toktra. Toktra’s DSAR pipeline supports both self-service access via the dashboard and programmatic submission via the API.

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Regulation-aware deadlines

RegulationResponse deadline
GDPR (EU/EEA/UK)30 calendar days from receipt of verified request (extendable by 60 days for complex requests)
CCPA (California)45 calendar days from receipt of verified request

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Submitting a DSAR

1

Submit via dashboard

Employees can log in to the Toktra Employee Self-Service Portal using their organization’s SSO credentials and navigate to My Data → Download My Data for immediate self-service export in JSON or CSV format.
2

Submit via API

Admins can submit a formal DSAR on behalf of an employee using the API:
POST /v1/legal/dsar

{
  "employee_id": "usr_abc123",
  "format": "json",
  "regulation": "gdpr",
  "include_sections": [
    "usage_telemetry",
    "device_enrollment",
    "alert_history",
    "policy_violations",
    "access_audit_log",
    "account_metadata"
  ]
}
3

Track the request

Poll for completion using the request ID returned in the response:
GET /v1/legal/dsar/{request_id}
The response includes status, a signed download URL (when complete), and the data package size.
4

Deliver the data package

Once the status is complete, download the ZIP archive from the signed URL and deliver it to the employee via a secure channel. The package contains all personal data sections requested.

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DSAR status tracking

List all DSAR requests for your organization, with filtering by status and date range: 
GET /v1/legal/dsar?status=in_progress&regulation=gdpr
The dashboard provides a DSAR management view under Compliance → DSAR Management.

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Right to erasure

Employees have the right to request deletion of their personal data. Toktra’s erasure workflow deletes all individual-level data while preserving:
  • Anonymized aggregate statistics (team/org level, no individual attribution)
  • Audit logs under WORM retention (employee identifiers are pseudonymized, not physically deleted, during the Object Lock retention period)
  • The erasure request record itself (retained 3 years as compliance evidence)

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Submitting an erasure request

POST /v1/legal/dsar

{
  "employee_id": "usr_abc123",
  "request_type": "erasure",
  "regulation": "gdpr",
  "retain_anonymized_aggregates": true
}
Before executing erasure, the system automatically checks for active legal holds. If the employee’s data is subject to a hold, the erasure request is blocked for held data and Legal Counsel must be consulted. You can still process erasure for data not covered by the hold.
Upon completion, you receive a deletion receipt containing a SHA-256 verification hash, a count of deleted records, and a list of any records retained under exemptions. The employee is notified by email with the receipt ID.

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Tracking erasure status

GET /v1/legal/dsar/{request_id}
The response includes deletion_receipt with the verification hash and records processed per data store.

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E-discovery

Toktra integrates with Relativity and Logikcull for litigation support. You configure e-discovery connectors and trigger exports per legal hold from the API or the dashboard under Legal → E-Discovery.

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Configure an e-discovery connector

POST /v1/legal/ediscovery/configs

{
  "provider": "relativity",
  "workspace_id": "1234567",
  "username": "your-relativity-username",
  "password_secret_arn": "arn:aws:secretsmanager:us-east-1:...",
  "base_url": "https://your-instance.relativity.one"
}

POST /v1/legal/ediscovery/configs

{
  "provider": "logikcull",
  "api_key_secret_arn": "arn:aws:secretsmanager:us-east-1:..."
}
Once a connector is configured, you can trigger an export scoped to a specific legal hold: 
POST /v1/legal/ediscovery/configs/{config_id}/exports
Content-Type: application/json

{
  "legal_hold_id": "hold_xyz789"
}
Legal holds preserve relevant employee data and prevent it from being deleted by the automated retention worker. Toktra supports both manual holds and automated preservation rules that trigger holds based on configurable conditions.

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Managing automated hold rules

GET  /v1/legal/holds/automations
POST /v1/legal/holds/automations
PUT  /v1/legal/holds/automations/{automation_id}
DELETE /v1/legal/holds/automations/{automation_id}
Example — create an automation that places a hold when a policy violation of high severity is created: 
POST /v1/legal/holds/automations

{
  "name": "Hold on high-severity policy violations",
  "trigger": {
    "event_type": "policy_violation",
    "conditions": {
      "severity": "high"
    }
  },
  "hold_scope": "user",
  "notify_email": "legal@yourcompany.com"
}
Hold automations use the same append-only chain-of-custody DAG as manual holds. Every preservation action is timestamped with an RFC 3161 timestamp from a trusted timestamp authority (DigiCert), providing tamper-proof evidence for litigation.
Legal hold management is also available in the dashboard at Legal → Legal Holds.

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Data residency

You select your data residency region during onboarding, and all personal data is stored exclusively in that region.
RegionAWS regionSuitability
United Statesus-east-1Default
European Unioneu-west-1GDPR-compliant
Australiaap-southeast-2Australian data sovereignty
Canadaca-central-1Canadian data residency
To view or update your residency configuration: 
GET /v1/data-residency
For EU customers, the eu-west-1 region is configured with GDPR-compliant data handling. Standard Contractual Clauses (SCCs) are executed for any transfers outside the EEA. Contact legal@toktra.io to request the SCCs or a Transfer Impact Assessment.

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Processing agreement

You can request a Data Processing Agreement (DPA) from Toktra that covers:
  • Processing only on your documented instructions
  • Confidentiality obligations for all Toktra personnel with data access
  • Technical and organizational security measures
  • Sub-processor list and notification of changes (30-day advance notice)
  • Assistance with data subject requests
  • Deletion or return of data upon contract termination
  • Audit rights
To request a DPA, contact legal@toktra.io with your organization name and the jurisdiction(s) applicable to your deployment.
Toktra acts as a data processor on behalf of your organization (the data controller). Your organization determines the purposes and means of processing. The DPA formalizes this relationship and specifies Toktra’s obligations under GDPR Article 28.
Former employees’ individual-level telemetry is retained for 90 days after their account is deactivated. After that, data is aggregated and anonymized. You can still submit a DSAR using the former employee’s historical employee_id — the API returns whatever individual-level data remains within the retention window, along with a statement of what has been aggregated.
Yes. Under GDPR Article 21, employees can formally object to processing. Submit the objection in writing to your organization’s DPO. Your DPO assesses whether the organization’s compelling legitimate grounds override the employee’s interests. During the assessment period, you can apply a processing restriction via POST /v1/legal/dsar with request_type: restriction. If the objection is upheld, the employee’s monitoring is suspended and existing data is erased following the erasure workflow.
The DSAR package is a ZIP archive containing: all individual usage telemetry (token counts, provider hostnames, model identifiers, timestamps, application context), device enrollment records, alert and policy violation history, access audit log (who viewed the employee’s data), and account metadata. Prompt and response content is never captured, so it is never included.
Yes. Toktra supports CCPA rights including the right to know (access), right to delete, and right to opt out of sale (Toktra does not sell personal data). The DSAR API accepts a regulation: ccpa parameter and enforces the 45-day deadline. Contact legal@toktra.io for CCPA-specific DPA addenda.