GDPR - Anonymize a Person
- emilia.stern
Analytics
General Information
Even if a Person Is Anonymized in BRP (deleted), the person card still exists, but the personal data can no longer be used. Anonymized staff might appear on planning lists created before the person was anonymized, displayed in italic style and renamed Anonymous. Your anonymized customers can still appear in, for example, bookings and on invoices.
When anonymizing a person via the Person List, BRP does not check your GDPR settings for how many months must pass before someone becomes inactive. If you want to use those settings, first select “All Inactive Persons.” (See “List Inactive Persons” below.)
Anonymize a Person via the Person List
Requires the right “Persons – Mark for Anonymization.” (Found under Contact Register > Settings > Roles.)
Go to Back Office → Persons and find the relevant person.
Select the person in the list and click the “trash can” button.
A question dialog appears, asking “Are you sure you want to mark this person for anonymization?”
Click Yes if you want the person to be anonymized, or No to keep the person.
At this point, anonymization is not finalized—the person is only marked for anonymization and can later be fully anonymized by someone with the right “Persons – Complete Anonymization.”
Note: You cannot delete persons who have active subscriptions, undebited bookings, or value cards that are valid now or in the future with a remaining balance.
Permanently Deleting a Person
First, anonymize the person as described above.
Then, find the anonymized person by using “Advanced Search” and checking “Marked for anonymization.”
Select the person → click on “GDPR” → select “Complete anonymization”.
Permanent deletion can be scheduled. Contact BRP Support if you want to enable this (requires GDPR Tools add-on).
Anonymize Staff from the Contact Register
Go to BRP Configuration > Staff and Resources > Staff and locate the person.
Check “Has ended” (or equivalent) in the staff record.
Enter the last employment day in “Last Employment Date.” (Use the YYYY-MM-DD format or the calendar next to the field. Click the paper/pencil icon, then double-click the correct date.)
From the list, select the staff member and click “Remove from staff.”
When you no longer need the information on the person card, anonymize the person as described above.
If the person also exists as a resource in the system, deactivate that resource by closing its schedule/work shifts. Remove it from any views where it still appears.
Undoing a Person’s Anonymization
Once a person’s anonymization is completed, you cannot revert it. However, if the person is only marked for anonymization (i.e., they still have personal data on their person card), you can do the following:
Search for the person.
Select them in the person list, click the GDPR button, and choose “Unmark anonymization.”
Fully anonymized individuals no longer appear in the Person List, but if you have the right “Persons – Complete Anonymization,” you can find them via “Detailed Search” by checking “Marked for anonymization.”
List Inactive Persons
Back Office > Persons > GDPR > List Inactive Persons
This function finds and displays a list of inactive persons in the customer registry, which you can review manually and delete as needed.
A person is considered inactive if they meet all of the following criteria:
Created at least Y month(s) ago.
Has no debts.
Has no valid value cards (as payer or user), and is not linked to an organization that has valid value cards usable by linked persons.
Has made no bookings in x months.
Has not had an active subscription (as user or payer) in x months.
Is not staff, or was staff but their last employment day was more than x months ago.
Has not participated in any group activity or event in x months.
Has not had any invoices created in x months.
Is not listed as a reference on an invoice or as an invoice reference on any organization.
Has not made any payments in x months.
The x value is specified under Settings > Settings (Basic Information) > “Number of months to store inactive personal data.”
The Y value defaults to one month.
Settings > Settings (Basic Information) > “Number of months before new persons can be considered inactive.”
Troubleshooting
A Person’s History Shows “Unmarked for Anonymization”
If the scheduled anonymization task runs, it will also unmark any person who is not inactive. If a person meets all the criteria under “List Inactive Persons,” they are considered inactive.