Right to be forgotten

CONTENTS

Introduction

New Permission

Anonymisation Criteria

New Anonymisation Option

Customer Anonymisation

Introduction 

This Quick Reference Guide (QRG) covers the new Anonymisation functionality, which allows for customer accounts to be irreversibly anonymised.   

New Permission  

As part of the new functionality a new permission has been added to the system. This can be found against individual Users or User Groups and needs to be set to ‘Show’ for the new ‘Anonymise’ option to be visible.  

Note: this permission will be set to ‘Hide’ against all User Groups by default.  

 

Anonymisation Criteria 

For a customer to be eligible for anonymisation, the following criteria needs to be met:  

• Account balance = 0.00
• Trade balance = 0.00
• No pending deliveries or collections
• Donor status = discontinued (if Gift Aid Feature is enabled)
• No associated Gift Aid sales in the last seven years (if Gift Aid Feature is enabled)
• No outstanding Workshop jobs (if Workshop feature is enabled)
• No outstanding special orders (if Special Orders Feature is enabled)
• Loyalty points = 0 (if Loyalty Feature is enabled)
• Loyalty balance = 0 (if Loyalty Feature is enabled) 

New Anonymisation Option 

The new Anonymisation option can be found in Admin > Customer Search > Edit Customer. Please note that the option will only be visible if the user has ‘Anonymise’ permissions and the customer meets the Anonymisation 

Criteria.   

 

When ‘Anonymise’ is selected a popup will appear providing the opportunity to confirm the anonymisation. To continue, populate the text box with ‘ERASE’ and select ‘OK’. To cancel select ‘Cancel’. Please note that the anonymisation process is irreversible. It is therefore recommended that access is only provided to trusted users.  

Customer Anonymisation 

When a customer has been anonymised the following details are removed from the system:  

• All data visible on the Edit Customer page o Values deleted where possible – if the field is mandatory it will be populated with asterisks
• Addresses
• Delivery addresses
• Delivery details (e.g. delivery notes, delivery contact)
• Account notes
• Account images (e.g. Gift Aid declarations)
• Loyalty cards
• Values in User Defined Fields
• Change History  

Further to this, the account will be set to inactive and will therefore not appear in the default filter in Admin > Customer Search. 

After anonymisation there will be a single entry against the count under Change History advising that the account has been anonymised.