GDPR anonymization

To comply with the GDPR right to erasure, you can anonymize personal data that cannot be deleted because of referential constraints.

Anonymize means that names, addresses, and so on are made unrecognizable by replacing letters with asterisks or other symbols that the user can select.

Also, if you anonymize a record, data without referential constraints that is related to the record is deleted. For example, if you anonymize a business partner record, related data such as Notes and Activities is deleted. See GDPR anonymization - deleting related data.

Referential constraints are constraints because of links to other data. Deleting data with referential constraints would make the linked data inaccessible and corrupt the database.

Setup

To use the anonymization functionality, in the COM Parameters (tccom0000s000) session, select the Anonymization check box and select an anonymization character in the Anonymization Character field. Consequently, the Anonymize command is available in the sessions listed below.

To use this functionality, users require full authorization.

Sessions

You can anonymize personal data in these sessions:

  • Business Partner (tccom4100s000)
  • Business Partners (tccom4500m000)
  • Addresses (tccom4130s000)
  • Addresses (tccom4530m000)
  • Contacts (tccom4540m000)
  • Contact (tccom1640m000)
  • Employee 360 (bpmdm0101m100)
  • Employees (bpmdm0601m000)
Anonymizing personal data

To anonymize data in these sessions:

  1. Select a contact, business partner, address, or employee.
  2. On the appropriate menu, select Anonymize.
  3. Click Yes in the dialog prompting you to confirm or cancel the anonymization.

Consequently, LN takes these steps:

  1. In fields such as name and address fields, letters are replaced with the anonymization character specified in the Anonymization Character field of the COM Parameters (tccom0000s000) session.
  2. Other fields, such as calendar codes, zip codes, or dates of birth are made blank.
  3. Pictures are removed.
  4. Life cycle statuses are set to Inactive.
  5. Data without referential constraints that is related to the personal record is deleted. For example, if you anonymize a business partner record, related data such as Notes and Activities is deleted. See GDPR anonymization - deleting related data.
Note

You cannot undo the anonymization and the deletion of the related data of an individual's personal data. To restore anonymized data, you must specify new information in the anonymized fields and re-create the related data that was deleted.

The Anonymize command is unavailable if a restriction is applicable for an employee record. If a restriction is applicable for a buy-from or a sold-to business partner, a message is displayed and the anonymization process is cancelled.

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