Using the Anonymisation Tool

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

In Clik Service, 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.

This article will show you how to set up a user to access the anonymisation tool, how to anonymise a staff member’s data and export data for a potential SAR.

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

Setting Up The User Privileges

Go Settings > Staff.

Select the user from the left-hand list and click allow on the ‘Can access the anonymisation tool’ privilege.

Staff Anonymisation

Go to Tools > Anonymisation Tool.

The ‘Staff‘ tab is where you can select users 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 by going to Selection > Invert Selection.

Next, click ‘Anonymise & Archive selected Staff Member/s‘. You will be prompted with a list of the staff members you have selected. Click ‘OK‘ to proceed.

You will be given a log to show you’ve deleted them when clicking on ‘View Log‘. Click ‘Close’ to finish.

Exporting Data For A Potential SAR

This will help you export as much information about a staff member, contact or company if they’ve requested a SAR.

Please remember Clik can’t do any retracting.

Go to Tools > Anonymisation Tool.

Select the tab you want to extract information from. In this example, we will use the ‘Staff‘ tab. Remember, this will only show staff that have been ticked as ‘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.

The information will then be saved as an Excel spreadsheet in the location you selected.