Apollo Data Handling

Apollo Data Handling

Overview

Data management, compliance, and governance for Apollo.io contact data. Apollo's database contains 275M+ contacts with PII (emails, phones, LinkedIn profiles). This covers GDPR subject access/erasure, data retention, field-level encryption, and audit logging — using the real Apollo Contacts API endpoints.

Prerequisites

• Apollo master API key (contacts/delete requires master key)
• Node.js 18+

Instructions

Step 1: GDPR Subject Access Request (SAR)

Find all data Apollo has on a person and export it.

// src/data/gdpr.ts
import axios from 'axios';

const client = axios.create({
  baseURL: 'https://api.apollo.io/api/v1',
  headers: { 'Content-Type': 'application/json', 'x-api-key': process.env.APOLLO_API_KEY! },
});

interface SubjectAccessReport {
  email: string;
  dataFound: boolean;
  crmContact?: Record<string, any>;
  apolloDatabaseMatch?: Record<string, any>;
  activeSequences: string[];
  exportedAt: string;
}

export async function handleSAR(email: string): Promise<SubjectAccessReport> {
  const report: SubjectAccessReport = {
    email, dataFound: false, activeSequences: [],
    exportedAt: new Date().toISOString(),
  };

  // 1. Search your CRM contacts (contacts you've saved)
  const { data: crmData } = await client.post('/contacts/search', {
    q_keywords: email,
    per_page: 1,
  });

  if (crmData.contacts?.length > 0) {
    const c = crmData.contacts[0];
    report.dataFound = true;
    report.crmContact = {
      id: c.id, name: c.name, email: c.email, title: c.title,
      phone: c.phone_numbers, organization: c.organization_name,
      city: c.city, state: c.state, country: c.country,
      createdAt: c.created_at, updatedAt: c.updated_at,
      contactStage: c.contact_stage_id,
      labels: c.label_ids,
    };
    report.activeSequences = c.emailer_campaign_ids ?? [];
  }

  // 2. Check Apollo's database (enrichment data)
  try {
    const { data: enrichData } = await client.post('/people/match', { email });
    if (enrichData.person) {
      report.dataFound = true;
      report.apolloDatabaseMatch = {
        name: enrichData.person.name,
        title: enrichData.person.title,
        seniority: enrichData.person.seniority,
        city: enrichData.person.city,
        linkedinUrl: enrichData.person.linkedin_url,
        organization: enrichData.person.organization?.name,
      };
    }
  } catch { /* person not found in Apollo DB */ }

  return report;
}

Step 2: Right to Erasure (Delete)

export async function handleErasure(email: string): Promise<{
  email: string; erased: boolean; sequencesRemoved: number;
}> {
  // 1. Find the CRM contact
  const { data } = await client.post('/contacts/search', {
    q_keywords: email, per_page: 1,
  });

  const contact = data.contacts?.[0];
  if (!contact) return { email, erased: false, sequencesRemoved: 0 };

  // 2. Remove from all sequences first
  let sequencesRemoved = 0;
  for (const seqId of contact.emailer_campaign_ids ?? []) {
    try {
      await client.post('/emailer_campaigns/remove_or_stop_contact_ids', {
        emailer_campaign_id: seqId,
        contact_ids: [contact.id],
      });
      sequencesRemoved++;
    } catch (err: any) {
      console.warn(`Failed to remove from sequence ${seqId}:`, err.message);
    }
  }

  // 3. Delete the contact from your CRM (requires master key)
  await client.delete(`/contacts/${contact.id}`);

  return { email, erased: true, sequencesRemoved };
}

Step 3: Data Retention Policy

// src/data/retention.ts
interface RetentionPolicy {
  maxAgeDays: number;
  inactiveThresholdDays: number;
  protectedLabels: string[];  // label IDs to never auto-delete
}

export async function enforceRetention(policy: RetentionPolicy) {
  const cutoff = new Date();
  cutoff.setDate(cutoff.getDate() - policy.maxAgeDays);

  // Search for old contacts
  const { data } = await client.post('/contacts/search', {
    sort_by_field: 'contact_created_at',
    sort_ascending: true,
    per_page: 100,
  });

  const candidates = data.contacts.filter((c: any) => {
    if (new Date(c.created_at) > cutoff) return false;
    // Skip contacts with protected labels
    const labels = c.label_ids ?? [];
    return !policy.protectedLabels.some((l) => labels.includes(l));
  });

  console.log(`Found ${candidates.length} contacts past ${policy.maxAgeDays}-day retention`);

  let deleted = 0;
  for (const contact of candidates) {
    try {
      await client.delete(`/contacts/${contact.id}`);
      deleted++;
    } catch (err: any) {
      console.error(`Failed to delete ${contact.name}: ${err.message}`);
    }
  }

  return { evaluated: data.contacts.length, deleted };
}

Step 4: Field-Level Encryption for Local Storage

// src/data/encryption.ts
import crypto from 'crypto';

const KEY = Buffer.from(process.env.APOLLO_ENCRYPTION_KEY!, 'hex');  // 32 bytes
const ALGO = 'aes-256-gcm';

export function encrypt(plaintext: string): string {
  const iv = crypto.randomBytes(16);
  const cipher = crypto.createCipheriv(ALGO, KEY, iv);
  let enc = cipher.update(plaintext, 'utf8', 'hex');
  enc += cipher.final('hex');
  return `${iv.toString('hex')}:${cipher.getAuthTag().toString('hex')}:${enc}`;
}

export function decrypt(ciphertext: string): string {
  const [ivHex, tagHex, enc] = ciphertext.split(':');
  const decipher = crypto.createDecipheriv(ALGO, KEY, Buffer.from(ivHex, 'hex'));
  decipher.setAuthTag(Buffer.from(tagHex, 'hex'));
  let dec = decipher.update(enc, 'hex', 'utf8');
  dec += decipher.final('utf8');
  return dec;
}

// Encrypt PII before storing Apollo data locally
export function encryptContactPII(contact: any) {
  return {
    ...contact,
    email: contact.email ? encrypt(contact.email) : null,
    phone: contact.phone ? encrypt(contact.phone) : null,
    linkedin_url: contact.linkedin_url ? encrypt(contact.linkedin_url) : null,
    name: contact.name,  // keep searchable
  };
}

Step 5: Audit Logging

// src/data/audit-log.ts
interface AuditEntry {
  timestamp: string;
  action: 'search' | 'enrich' | 'export' | 'delete' | 'sar' | 'erasure';
  userId: string;
  contactId?: string;
  email?: string;
  detail: string;
}

export function logAudit(entry: Omit<AuditEntry, 'timestamp'>) {
  const full: AuditEntry = { ...entry, timestamp: new Date().toISOString() };
  // In production: write to database or cloud logging
  console.log(`[AUDIT] ${full.action} by ${full.userId}: ${full.detail}`);
}

// Usage:
// logAudit({ action: 'erasure', userId: 'privacy@co.com', email: 'user@ex.com',
//   detail: 'GDPR erasure: contact deleted, removed from 2 sequences' });

Output

• GDPR Subject Access Request handler searching CRM contacts + Apollo database
• Right to Erasure handler: remove from sequences then delete contact
• Retention policy enforcer with age-based cleanup and label protection
• AES-256-GCM field-level encryption for locally stored PII
• Audit log capturing every data operation with user attribution

Error Handling

Resources

• Search for Contacts
• Update Contact Status in Sequence
• Apollo Privacy Policy
• GDPR Official Text

Next Steps

Proceed to apollo-enterprise-rbac for access control.