Principle

CARL Source offers the option of anonymizing personal data (e.g. telephone numbers, addresses, contacts).

The data anonymization concept is characterized by the deletion or changing of data to remove any personal character from it in the application.

Anonymization jobs can be carried out:

• or via an action directly available in the functions affected,
• or via an automatic job (global database processing).

The anonymization standard scope includes the following functions:

• Agent/User
• Technician
• Customer
• Tenant
• Supplier

However, through the dictionary, it is possible to add an entity to the anonymization scope: to do so, you just have to check the "GDPR" box on the object attributes, and to fill in the associated data retention period.
Only the attributes with "GDPR" checked are considered in unitary or global anonymization jobs.

Unitary anonymization job (manual action)

Prerequisites

The anonymization action is only available if the logged-in user has the "Manage anonymization" profile right.

Principle

In the dictionary, any object identified as "GDPR" is taken into account in the anonymization job.
A data retention period must then be specified.

Within such an object, only attributes checked as "GDPR" are taken into account in the anonymization job.

Technical attributes (Id, version, modifyDate, uowner, etc.) as well as non-persistent attributes cannot be defined as "GDPR".

Jobs

As soon as an object is identified as "GDPR" and the user has the sufficient profile right, the user will find, in the affected function, two actions in the result form (only):

"Initialize the anonymization date" action

The purpose of this action is to initialize the anonymization date according to the object's retention period.

This action can also be used to shift data in time to ensure that it is not included in the automatic anonymization job.

All new data relating to this object will be initialized with an anonymization date = System date + Retention period

"Anonymize the data" action

The scenario for using this action is as follows:

1. Select one or more lines in the result form.
2. Click on the "Anonymize data" action.
3. An anonymization confirmation message is displayed (the job is irreversible).
4. Click on "Yes".
5. An information message is displayed, specifying the number of elements processed.

After anonymization, all personal data is:

• either deleted,
• or renamed through a sequence (e.g. generation of a unique identifier in place of an agent's initial identifier).

Global anonymization job

Principle

This job, carried out through the GDPRANONYMIZATION automatic job, applies a global anonymization on the GDPR data in the database.

This anonymization can have the following impacts:

• Deletion of certain data not essential for database consistency.
  This anonymization thus involves purging contact and address information (phone, email, address, etc.).
  
• Changing of data so as not to lose the database history (and the consistency check by the physical model).
  This anonymization involves changing the value of the attribute so that it can no longer be identified as personal.

Job scope

For any data that has never been subject to an anonymization job (Anonymization date [empty]) and whose Entity type object is indicated as "GDPR": 

 

Data taken into account by the anonymization job:

• If the data has an Anonymization date later than the current date
• If the data has not already been anonymized

Example: Supplier with an anonymization date beyond the GDPR period defined on the SUPPLIER object (48 months).

-> Taken into account in the anonymization job. All attributes marked as "GDPR" are processed.

 

Data excluded by the anonymization job:

• If the data has an anonymization date equal to or earlier than the current date
• If the data has already been anonymized

Example: Supplier with an anonymization date below the GDPR period defined on the SUPPLIER object (48 months)

-> Not taken into account in the anonymization job.

 

Further details on the GDPRANONYMIZATION automatic job are also available on this page.