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Managing privacy consents and AI transparency in SamBooks

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Where to check what you've consented to, how to browse the history, and what SamBooks discloses about the AI models behind Sam — all in one page of your personal settings.

What this is for

The Consents page, under your personal settings (/impostazioni/utente/consensi), is where you review the current status of every consent tied to your account — cookies, marketing, Terms of Service, Privacy Policy, and the AI disclosure — without being able to change it there: the page is read-only, and steps 3 and 6 explain where each preference is actually changed. Below the current status, in this order: the cookie preference controls and the links to the legal documents, an AI transparency block stating which models power Sam and where your data stays, and finally the full, paginated history of every recorded action (grants, revocations, updates).

This is a personal setting: it follows your user account, not a company. If your account has access to more than one company, you see the same history regardless of which one is active — it isn't duplicated per company. This guide covers what's on the page and how to act on your actual preferences; the full legal text of each policy lives on its own dedicated page (/legal/cookie, /legal/privacy, /legal/termini), which this guide does not repeat.

Before you start

  • Just be signed in: the page requires no particular role, because it concerns only your account, not whichever company you happen to be working in.
  • Nothing else to prepare: no data to gather, nothing to connect first.

Step by step

1. Open "Consents" from your personal settings

At the bottom of the sidebar you'll find your profile menu (the avatar with your initials and your name). Open it and choose "Settings": it takes you to the User settings hub, the grid with the Profile, Security, Consents, Personalization and Notifications cards. Click the "Consents" card — "Privacy consent history and cookie preferences." The profile menu has no direct shortcut to Consents (unlike Profile, Security and Customize sidebar, which are direct entries in the menu): you always go through the hub.

Be careful not to look for it under the Settings item in the sidebar itself: that one opens the company's settings (tax profile, VAT codes, subscription…), not yours. If the two keep tripping you up, Understanding the difference between User settings and Company settings explains where everything actually lives.

2. Read the current status of your five consents

At the top of the page, under "Current status", you'll find one card for each of the five tracked types: Cookie, Marketing, Terms of Service, Privacy Policy, AI disclosure. Each card shows one of three states:

  • Never expressed — no action has been recorded yet for this type (neutral icon, grey background).
  • Granted — the latest recorded action is an acceptance still in effect (green icon), with "Last action: {date}" and, where relevant, "Expires: {date}".
  • Denied/Revoked — the latest action is a revocation or refusal (red icon).

What you see is always the latest record, not a summary: if you granted marketing and later revoked it, the card shows Denied/Revoked, and the full sequence stays in the history below.

3. Change your cookie preferences and open the legal documents

Right below the status cards, the "Change preferences and documents" section holds four controls. The first, "Modifica preferenze cookie" (the button keeps its Italian label in every language), reopens the banner you saw on your first visit — it appears at the bottom of the page — with your current choices already set: from there "Accetta tutti" and "Solo necessari" decide in one go, while "Personalizza" opens the list of categories and "Salva preferenze" records a hand-picked choice. Of the four categories listed, only one really switches on and off — Statistici (product usage analytics, PostHog in the EU region): Necessari is always on, since the webapp doesn't work without those cookies, while Preferenze and Marketing e profilazione are declared unused in this version and have no switch. Next to the button are the links to the Cookie Policy, Privacy Policy and Terms of Service, which open the full text of each document.

A saved choice adds a row to the history, with source Banner, and updates the Cookie status card: both appear when you reload the page, because status and history are read once, when the page opens.

4. The AI transparency block

Below those links, the "AI transparency" section states, concisely, what's behind Sam: "The models that power Sam are provided by Mistral AI (France/Sweden, EU) and Anthropic Claude via AWS Bedrock (EU region); conditionally OpenAI via Azure OpenAI EU." Followed by: "Your data stays within the European Union and is not used to train the models." And finally: "Every AI-generated output is labelled as such; every operation with tax or banking effect requires your explicit confirmation (human oversight — no automated decision-making)." The "Details in the Privacy Policy (section 7 — Artificial intelligence)" link opens the full paragraph. This block is read-only: there's no toggle to tick, because it isn't a separate consent to give — it's the transparency disclosure that comes with using Sam across the whole platform.

5. Browse the paginated history

At the bottom of the page, the "History (Art. 15 GDPR)" section lists every action ever recorded on your account, most recent first: Date, Type, Action (Granted/Revoked/Updated badge), Source (Banner, Registration, Settings, API, Import — i.e. where that action was captured) and Policy (the version of the legal document in force at that moment, clickable when it has a link). The "Filter by type" dropdown above the table narrows the list to a single consent type; "All" brings back the full list. Under the table, the summary "{N} record(s) · page {X}/{Y}" with Previous/Next pages through 20 rows at a time. No records shows "No consent recorded."

This history is an archival, append-only record: every action adds a new row and no row is ever rewritten — that's exactly how the register proves, if ever needed, what you actually accepted and when. There is no way to "clean it up" or delete an entry from the page. The rows don't stay forever, though: each one carries an expiry — the "Expires: {date}" shown on the status card — and once it has passed the row is removed from the register, under SamBooks' retention policy. If you have a specific request about your data beyond reviewing it, contact SamBooks support.

6. Changing your marketing consent doesn't happen on this page

The marketing consent is granted once, at registration: an optional, unchecked-by-default box, separate from the mandatory acceptance of the Terms and Privacy Policy. This page shows you the up-to-date status of that consent, but doesn't offer a toggle to change it directly here. There are two ways to revoke it, both inside the emails SamBooks sends you, and neither needs a sign-in:

  • "Annulla l'iscrizione" (unsubscribe) — the link at the bottom of newsletters and re-engagement emails, the ones that arrive once a trial expires or after a spell without sign-ins. A single click: it takes you off the sending list and records the marketing revocation straight away.
  • "Gestisci le preferenze di notifica" (manage notification preferences) — the link at the bottom of the getting-started emails that accompany your trial. It opens the public Notification preferences page, no sign-in, with four switches: Getting started, Weekly summary, News and updates, Reminders. "News and updates" is the one that maps to the marketing consent: turning it off revokes it, turning it back on grants it again.

The two links never appear in the same email: where one is, the other isn't. The revocation is recorded immediately; to see it here, on the status card and at the top of the history, reload the Consents page.

Switching companies doesn't change your consents

If your account has access to more than one company (see Understanding the difference between User settings and Company settings), your consents and history stay identical no matter which company is active at the time: they're tied to your user account, not to a specific company. Switching companies with the selector at the bottom of the sidebar neither resets nor duplicates anything you see on this page.

If something isn't working

  • The AI disclosure shows "Never expressed", but I use Sam every day. That's normal, and it's the same for everyone: using Sam doesn't require a separate opt-in to tick, so no action is ever recorded on this type and the card stays on "Never expressed". The AI transparency disclosure — what you read in the AI transparency block — is informational, not something you grant.
  • I changed my mind about cookies but the banner won't reopen. Make sure you pressed "Modifica preferenze cookie" and not one of the three document links, which only open the legal text. The banner appears at the bottom of the page, not in a separate window: if a dialog is open at that moment — or, on a phone, the side menu — it stays hidden until you close it, then comes back on its own.
  • I want to delete my consent history, not just view it. That isn't possible from this page: it's an archival, append-only record meant to prove what you accepted and when. For any request beyond reviewing it, contact SamBooks support.
  • I checked the marketing consent by mistake at registration. Use the "Annulla l'iscrizione" link at the bottom of the next newsletter or re-engagement email; alternatively, from the "Gestisci le preferenze di notifica" link in the getting-started emails, turn off "News and updates". Neither route requires signing in to SamBooks.
  • The policy in the history has no clickable link. That happens when that document version has no URL attached to the record: you still see the version number (v{number}); the current text is always reachable from the "Change preferences and documents" links.

Ask Sam

This is an exception to the general rule: you can't review or change your consents by asking Sam in chat. These are personal settings of a legal nature, tied to your account and to a history that must remain probative — they're managed only from this page, from the cookie banner, or from the links in emails you receive.

Frequently asked questions

Where do I see what I've consented to on SamBooks? Under User settings → Consents: the "Current status" section at the top shows today's situation for each of the five types; "History", at the bottom of the page, the full chronology.

How do I revoke my marketing consent? Not from this page: use the "Annulla l'iscrizione" link at the bottom of a newsletter or re-engagement email, or the "Gestisci le preferenze di notifica" link in the getting-started emails and turn off "News and updates". Then reload the Consents page to see the updated status.

How do I reopen the cookie banner? From the "Modifica preferenze cookie" button on the Consents page: it reopens the banner with your current choices, ready to change.

Which AI models does SamBooks use for my data? The "AI transparency" block on the Consents page states it: Mistral AI and Anthropic Claude via AWS Bedrock (both in the EU region), OpenAI via Azure OpenAI EU on a conditional basis.

Does my data stay in Europe? Yes: the AI transparency block explicitly states that data stays within the European Union and is not used to train the models.

How do I delete my consent history? You can't, from this page: it's an archival record and none of its rows is ever rewritten, precisely because it exists to prove what you accepted. Expired entries are removed on their own, under the retention policy. For a specific request, contact support.

What does "GDPR Art. 15" on the page mean? It's the heading SamBooks gives the history section. It tells you what's inside: every consent ever recorded on your account, with its date, type, action and source, available to you without having to ask support for it.

I accidentally checked the marketing consent, how do I remove it? The same way as a deliberate revocation, from the links at the bottom of the emails: "Annulla l'iscrizione", or "Gestisci le preferenze di notifica" and the "News and updates" switch. No sign-in to SamBooks required.

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