This article will show you how to use the methods employed in Workplace Management to ensure the confidentiality of personal information.
Which data can be anonymized?
Using simple settings, the Contents
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Personal data related to a system user can be automatically anonymized in Workplace Management. The systems administrator can determine the period after which the data is automatically anonymized. The following data can be anonymized from all personal data to ensure confidentiality:
Archived users
Reservations
Visitors
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Be aware when using customization. If additional fields and objects are created or updated concerning data that is also being anonymized, those customization parts are likely not included by default. Also avoid the use of field specific logging. If, for instance, specific reservation fields are logged (each change to the field is saved in an ‘objectHistory’ object), an administrator can always see the creator of that logged change, even after the reservation itself is anonymized. |
Archived users
Setup
Via ‘Client settings’ -> ‘Authentication’ tab, it is possible to indicate that all users who have been archived (Manually or via a custom script after an active directory integration) must be anonymized automatically X days after being archived.
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How does this work?
Anonymizing archived users will automatically:
Pseudonymize (Clear the field or replace with “*”) all the relevant default fields on the system users, as well as the linked contact and person object.
The email address field is emptied.
The linked contact and person will also be archived during the process if not already archived.
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All personal data from the system user (e.g., the username), contact (e.g., the email address), and person (e.g., the first- and last name) will be either replaced by a '*' or removed.
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Reservations
Setup
Via “Module settings” > “Reservations” ‘Module settings’ -> ‘Reservations’ tab, it is possible to indicate that reservations must be anonymized automatically X days after the end time of the reservation.
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How does it work?
This will automatically anonymize all reservations Reservations are automatically anonymized by:
Replacing the name subject and description with a “'*”'
Changing all the contact fields to of the general system administrator and for any directly reservation and the linked objects (Reservation items, workflow case, etc.).Any e.g. tasks) to the general system administrator
All visitors or participants linked to the reservation are decoupled from the reservation.
If the reservation is part of a recurring reservation, the recurring reservation is anonymized once the last reservation of the series is anonymized.
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Visitors
Setup
Via ‘Module settings’ -> ”Visitors” ‘Visitors’ tab, it is possible to anonymize visitors automatically x X days after departure . Cancelled visitors are also anonymizedor canceled visitors.
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How does it work?
X days after the departure of After the visitor has departed or has been canceled, the name of the visitor will be replace a replaced by ‘-.’
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