Move Administer & GDPR

Posted by Colin Wynn on Jun 4, 2018 in Move Administer, Product Update |

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Move Administer & GDPR

Version 0.0.0.1578 now contains some new features that will ‘assist’ you regarding GDPR which came into effect on May 25th. They are, the option to Print a Subject Access Report and to Anonymise data.

The Subject Access Request will show all *personal data held together with where this *personal data may also exist as in notepads and correspondence.

Anonymise will remove all *personal data (apart from names which will be replace by the Id), and where any *personal data exists within notepads and correspondence it will be hashed (#####) rather than removed.

*Personal data in this document is classed as name, address and communication (telephone, email, VoIP).

Internet
From the Actions menu of the Internet Browse you have the option to ‘Print Subject Access Request’ and ‘Anonymise’ the highlighted Internet Enquiry.

The Subject Access Request will show:
•    Personal data from the Internet Enquiry.
•    Personal data from Email Correspondence (ToEmail, CCEmail).
•    All personal data that exists within the Internet Enquiry Notepad.
•    A list of all Email Correspondence, highlighting all personal data that exists within the Correspondence.
•    A list of all Email Logs.

Anonymising will:
•    Clear personal data from the Internet Enquiry.
•    Hash all personal data that exists within the Internet Enquiry Notepad.
•    Hash all personal data that exists within the Email Correspondence.
•    Hash all personal data that exists within the Email Log(s).
•    Set the Internet Enquiry to Archived!

Baggage
As Internet.

Customer
From the Actions menu of the Customer Browse you have the option to ‘Print Subject Access Request’ and ‘Anonymise’ the highlighted Customer.

The Subject Access Request will show:
•    Personal data from the Customer.
•    Personal data from Enquiry(s).
•    Personal data from Appointment(s).
•    Personal data from Quotation(s).
•    Personal data from Event(s).
•    Personal data from Consignment(s).
•    Personal data from Correspondence (ToEmail, CCEmail, Mobile).
•    All personal data that exists within the Customer Notepad.
•    Personal data from Account Option Defaults (Bank Account Name & Number).
•    All personal data that exists in the Account Option Sales Text and/or Notepad.
•    All personal data that exists within the Enquiry Notepad.
•    All personal data that exists within the Appointment Directions.
•    Personal data from Inventory (UBM & Service Number – Agility only).
•    All personal data that exists within the Inventory Notepad, Comments and/or Declaration.
•    All personal data that exists within the Quotation Packing Requirements, Wrapping Requirements, Special Instructions, Dismantling Requirements, Items Not To Move, Risk Assessment, Method Statement, Scheduling Requirements, Notepad, Included and/or Excluded.
•    All personal data that exists within the Risk Assessment, Risk Hazard and/or Risk Recommendation.
•    All personal data that exists within the Storage Quotation Included and/or Excluded.
•    All personal data that exists within the Event Instructions.
•    All personal data that exists within the Consignment Transit Notepad, Origin Agent Notepad, Destination Agent Notepad and/or Instructions.
•    All personal data that exists within the Claim Details.
•    All personal data that exists within the Complaint and/or Resolution.
•    All personal data that exists within the Follow-Up Notepad.
•    A list of Repository Documents.
•    A list of all Correspondence, highlighting all personal data that exists within the Correspondence.
•    A list of Email Logs.
•    A list of SMS Logs.

Anonymising will:
•    Clear personal data from the Customer.
•    Hash all personal data that exists within the Customer Notepad.
•    Clear personal data from Account Option Defaults and hash Sale Text and Notepad.
•    Clear personal data from Enquiry(s) and hash Notepad.
•    Clear personal data from Appointment(s) and hash Directions.
•    Clear personal data from Quotation(s) and hash Packing Requirements, Wrapping Requirements, Special Instructions, Dismantling Requirements, Items Not To Move, Risk Assessment, Method Statement, Scheduling Requirements, Notepad, Included and Excluded.
•    Hash all personal data that exists within Risk Assessment.
•    Clear personal data that exists within Storage Quotation and hash Included and Excluded.
•    Clear personal data that exists within Event(s) and hash Instructions.
•    Clear personal data that exists within Consignment(s) and hash Transit Notepad, Origin Agent Notepad, Destination Agent Notepad and Instructions.
•    Hash any personal data that exists within Claim(s).
•    Hash any personal data that exists within Complaint(s).
•    Clear personal data from Inventory(s) and hash Notepad, Comments and Declaration.
•    Hash any personal data that exists within Follow-Up(s).
•    Hash any personal data that exists within the Correspondence.
•    Hash any personal data that exists within the Email Log(s).
•    Hash any personal data that exists within the SMS Log(s).
•    Set the Customer to Archived!

Email Logs
From the Actions menu of the Email Logs (Tools -> Email Log) you have the option to Anonymise Deleted Internet/Baggage Enquiry Email Logs. These options will process the Email Log and will hash the recipient and email address of any Internet/Baggage email log where the Internet/Baggage Enquiry has been deleted.

Caveats
•    Subject Access Request and Anonymise is only available for individuals, therefore, if a Company name exists then the options are disabled.
•    When anonymising a Customer that has accounting activity then the name will not be replaced by the Id.
•    If any notepad/correspondence contains personal information that are not in specific Customer/Internet/Baggage fields then these will remain and will be your responsibility to remove/hash.
•    The contents of Repository Documents cannot be checked; therefore, this will be your responsibility to view/edit/remove these.
•    If an Internet/Baggage Enquiry has been converted to a Customer you will need to Anonymise the Customer too.
•    Addresses will not be removed. If all other personal data has been cleared then keeping an address is only identifying a location rather than an individual, which means that analytical data can still be gathered in the future (Move Administer 2), but more importantly when taking a new enquiry Move Administer can still identify if the customer already exists on the system, even though no personal details exist, but then you are taking these again at the time of enquiry 😊

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