Expansion of GDPR data clean-up actions

From now on, you can delete more related data belonging to a specific individual. It is now also possible to set a custom date field as the starting point for the GDPR data retention policy. MSR-648 | Sept 2024

For whom is this feature?

This expansion is useful for employees responsible for setting up the GDPR process.

Clarification of this feature

GDPR Data Group

To make it possible to delete more related data belonging to an individual under the GDPR, we are adding additional checkboxes to the GDPR Data Group (Types of custom metadata). By checking these boxes, the related records will be deleted as follows:

• Address change: deleting an address in MSR also ensures the address is deleted in MSF via the synchronization, provided that it concerns a synchronized candidate.
• Survey invitation; this will also delete all linked Survey Answers.
• References
• Field history; all related field history will be deleted for the objects Person and Application. 

We are also introducing a new checkbox called ‘Anonymize name’, which can be used to also anonymize a person's name. If this option is enabled, any name references in the field history and Chatter History will also be deleted, regardless of the chosen ‘Delete Field History’ setting. What is not changed in this case is the record type. After deletion of the data, the name will be converted into ‘Anonymous’ along with the record ID. 

If the existing checkbox ‘Delete activities application’ is checked, any appointment requests for the individual in question will also be deleted automatically from now on. This is done to make it possible to easily clean up appointments as well.

GDPR data retention policy

We are introducing a new drop-down list value in the Start point calculation field of the GDPR data retention policy (Types of custom metadata). This value is called: 'Custom Date Person'. In the new 'Custom date field person’, you can then refer to the desired field on the object person by setting the API field name. This can be a Date, Date/Time or Formula field with date outcome.