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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
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.
So, it is advised not to use field logging and limit the use of customization in combination with the anonimization-related objects.
Archived users
Setup
Via ‘Client settings’ -> ‘Authentication’ tab, it is possible to indicate that all users who have been archived must be anonymized automatically X days after being archived.
How does this work?
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’ tab, it is possible to indicate that reservations must be anonymized automatically X days after the end time of the reservation.
How does it work?
Reservations are automatically anonymized by:
Replacing the subject and description with a '*'
Changing all the contact fields of the reservation and the linked objects (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’ tab, it is possible to anonymize visitors automatically X days after departure or canceled visitors.
How does it work?
After the visitor has departed or has been canceled, the name of the visitor will be replaced by ‘-.’
