About sources
A source tells you how a contact ended up in your database. It is a required field for every contact in
Flexmail, and it is not just an administrative detail. Under GDPR, you need to be able to show where a contact's personal data comes from if they ever exercise their right of access.
How sources are assigned
Via an opt-in form
When a contact subscribes through one of your opt-in forms, Flexmail automatically stores the name of that form as the contact's source. No action required from you.
Via import
During every import, you are asked to specify a source for the contacts in that file. You can select an existing source or create a new one. Use a name that is meaningful and traceable. Something like "Customer file export 2025-03" or "Trade fair Brussels 2025" is much more useful than a generic label.
Added manually
When you add a contact manually, you assign a source at the time of creation. This is a good place to record the specific context, for example "Event XYZ sign-up sheet" or "Personal request at conference."
Can contacts see their source?
No. Sources are internal to your account. Contacts never see them. They exist to help you track your data provenance for your own records and for GDPR compliance.
A contact can have multiple sources
If the same person subscribes through an opt-in form and is later imported again from a customer file, both sources are added to their profile. Sources are never overwritten; they accumulate. This gives you a complete picture of all the touchpoints through which a contact came into your database.
GDPR If a contact submits a right of access request under GDPR, you are required to tell them what personal data you hold and where it came from. Your sources field is exactly where that information lives. Keep your source names clear and traceable.
Common mistakes to avoid
Using generic source names
A source named "Import" or "Website" tells you nothing useful six months later. A source named "Newsletter sign-up via homepage Q1 2025" tells you exactly where those contacts came from. Take a moment to be specific when creating source names.
Not recording manual contact additions
When you add a contact after a phone call, meeting, or personal request, record it immediately with a specific source. Vague or missing sources on manually added contacts are a common GDPR weak spot, since you cannot demonstrate the origin of that contact's data.
Assuming you can edit or delete sources
Sources are appended to contacts and are part of your GDPR audit trail. You cannot edit or retroactively change the source assigned to a past import. Get it right at import time.
Next steps
- Read "Add contacts" to see how sources are assigned during the import process
- Read "Rightfully received data" for a full explanation of GDPR obligations around contact data
- Read "What does a contact consist of?" for an overview of all the data stored on a contact