/
Anonymizing (user) data

Anonymizing (user) data

Owned by Jelle Roelofs
Last updated: Mar 22, 2024 by Sergio Karijodinomo
3 min read

Difficulty: starter

Learning Objectives

After reading this article, you’ll be able to:

  • Enabling the anonymization of data

Anonymizing (user) data

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 following data can be anonymized:

  • Archived users

  • Reservations

  • Visitors

Beware: the anonymization task is executed once per day and cannot be undone!

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 ‘Authentication’ tab, it is possible to indicate that all users who have been archived (Manually or via a custom script after an active directory integration) must be anonymized automatically X days after being archived.

Anonymize archived user settings

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.

 

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?

This will automatically anonymize all reservations by:

  • Replacing the name and description with a “*”

  • Changing all the contact fields to the general system administrator and for any directly linked objects (Reservation items, workflow case, etc.).

  • Any 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.

 

 

 

Visitors

Setup

Via ‘Module settings’ > ”Visitors” tab, it is possible to anonymize visitors automatically x days after departure. Cancelled visitors are also anonymized.

How does it work?

X days after the departure of the visitor, the name of the visitor will be replace a ‘-.’

 

 

 

Summary

 

 

Search

Search