Anonymisation Tool - CS

You may be requested to delete a data subjects personal details from your database. This is where the anonymisation tool can help you.

In Clik, nothing can be truly deleted, but it can be wholly anonymised and unreadable. Remember though you may have good reason to keep the data, for example, invoices for HMRC purposes should be held for six years from the end of the last financial year with the details of whom you invoiced.

Please seek legal advice if you need to understand GDPR a little more, and how it impacts your company.

Setup The Privilege For The Anonymisation Tool

Go Settings > Staff

Go to Select Staff User > select the Privilege

Staff Anonymisation

Go to Tools > Anonymisation Tool

The first tab is for Staff who you either may need to anonymise or export for a Subject Access Request.

Depending on your retention policy of keeping employment records select the period from the leave date in the Exclude staff that left less than box.

You can either select an individual or select all under the date criteria and use the button Selection and select Invert Selection. Next click Anonymise & Archive selected staff member. You will be prompted with a list of the staff members you have selected. Click OK to proceed.

Lastly, you will be given a log to show you’ve deleted them. Click Close to finish.

Contact Anonymisation

Go to Tools > Anonymisation Tool

Select the second tab Contacts.

Depending on your retention policy of keeping contact records select the period from the last call date by entering a year in the Exclude contacts with call history within.

You can either select an individual or select all under the date criteria and use the button Selection and select Invert Selection. Next click the Anonymise & Archive selected contacts. You will be prompted with a list of the staff members you have selected. Click OK to proceed.

Lastly, you will be given a log to show you’ve deleted them. Click Close to finish.

Company Anonymisation

Go to Tools > Anonymisation Tool

Select the third tab Companies. You may see companies you’ve deleted before, but in reality, they’ve only been archived so it may be a good start to anonymise them, they will all be ticked deleted. 

Depending on your retention policy of keeping company records select the period from the various filters as shown below.

You can either select an individual or select all under the date criteria and use the button Selection and select Invert Selection. Next click the Anonymise & Archive selected contacts. You will be prompted with a list of companies you have selected. Click OK to proceed.

Lastly, you will be given a log to show you’ve deleted them. Click Close to finish.

Exporting Data For A Potential SAR

This part is really to help you get as much information exported into excel about a staff member, Contact or Company if they’ve requested a SAR. Please remember Clik can’t do any retracting, you’ll have to that yourselves, but it’s a start.

Go to Tools > Anonymisation Tool

Select the tab you want to extract information from, in this example; we will use the staff. Remember this will only show staff that have been ticked No Longer Employed in the staff database.

Select the staff member that requires the information and click. Export Staff Member Details

Save the spreadsheet of details to a location of your choice.

Watch the Anonymisation video

Watch the Password Policy & Security Audit Tool video

May 2018