Anonymise

An option is provided to anonymise a Contact, this renders their personal data in such a way that it is no longer identifiable.

Under GDPR your Contacts can request the right to erasure, also known as the “the right to be forgotten”. This principle enables an individual the right to request the deletion of personal data where there is no compelling reason for its continued processing. If a Contact makes a request to you for their details to be forgotten you can optionally use this function to anonymise their data.

All Contacts can be anonymised but before doing so Acquaint will check to see if the Contact can be anonymised. There are compelling reasons where data has to be retained to continue processing and thus there are certain safety checks in place to prevent a Contact being anonymised. Until the restriction ends/is resolved they cannot be anonymised. For example if the Contact is a Tenant with a Current Tenancy you won't be able to anonymise them.

Optionally you can anonymise Contacts in bulk using Bulk Anonymise

Acquaint won't anonymise a Contact in the following situations:

• Contact is a Current User
• Contact has Current Tenancies
• Contact has outstanding charges on their Account (ignoring unpaid debits in the future)
• Contact owns properties with a status of Instructed, Available or Under Offer
• Contact owns Sales Properties that haven’t reached the specified Completion Date
• Contact has accepted Offers for Sales Properties that haven’t reached the specified Completion Date
• Contact owns Properties with Current Tenancies
• Contacts has transactions within the last seven years (the duration of this check is configurable in System Configuration)

 

What Anonymisation does to the Contact records:

• Blanks out name / addresses / emails / telephone numbers
• Deletes any Bank Details
• Deletes any Notes and Tasks
• Deletes any external documents / letters attached to Correspondence
• Deletes NI Number, Driving Licence, Passport Number
• Contact's Status will be set to expired
• Options for mailing list, emailing list, SMS list and Pass data to third parties, Conveyancer and IFA will be unticked
• Creates a Note regarding the anonymisation of the record
• Creates an Event Log entry regarding the anonymisation of the record
• Deletes Property Requirement Notes.
• Unlinks any linked Contacts

The function requires the Contact -> Delete permission to be set for the User.

To anonymise a Contact

1. Find the desired Contact.
2. From the Application button click Anonymise.
3. A message prompt will appear asking 'This process will remove all personal information such as Name, address, emails, telephone numbers, etc. Are you sure you want to anonymise this Contact?' clicking No will return you to the Contact screen. Clicking Yes will display a final prompt asking 'Are sure you really want to anonymise this Contact? Clicking Yes will anonymise the record permanently.