ManualHow-to guidesData protectionAdmins
Erase data that is due
If retention periods have expired, erase the due data of participants, accounts, receipts, sent messages and the dispatch log.
Prerequisites
- Super admin.
- Entries are due under Retention. If participants are due, the dashboard shows the tile Erase data. If no period is entered, 2 years after the last season apply, see Set the retention period.
- The period in the row Receipts under Settings > Privacy > Retention satisfies the budget law of your municipality.
Steps
- Select Compliance > Retention.
- At Participants past the retention period, select Show list.
- Review the list, e.g. the column Last season. To download it, select Erasure list as CSV. Delete the file as soon as you have reviewed the list.
Warning
Erasure cannot be undone.
- Select Erase records, turn on the checkbox and select “Erase {count} people”.
- At Accounts without participants, select Erase records, turn on the checkbox and select “Erase {count} accounts”.
- If requests are due at Closed requests, select Erase records there, turn on the checkbox and select “Erase {count} requests”.
- If receipts are due at Receipts past their retention duty, select Remove details there and confirm “Remove details from {count} receipts”. The run also deletes the stored PDFs of these receipts.
- If consents are due at Proofs of consents that are over, select Delete proofs there, turn on the checkbox and select “Delete {count} consents”.
- If files are due at Uploads of families and you do not want to wait for the nightly run, select Delete files there and confirm “Delete {count} files”.
- If messages are due at Sent emails and text messages, select Delete messages there and confirm “Delete {count} messages”.
- If entries are due at Dispatch log, select Delete entries there and confirm “Delete {count} entries”.
Result
After each run, a message states what was removed, e.g. “{count} records erased.” (Run by hand). The registrations are kept in pseudonymised form with offer, status, fee and age, the receipts with amount, number and lines, without their stored PDF. Consents granted by the erased persons remain in force.