Automatic Data Anonymization

Overview

The Automatic Data Anonymization tool allows you to set a data retention policy in Click Boarding and then have employee data automatically removed from Click Boarding on a daily schedule.

This process will delete all form outputs and data associated with that user. Once the employee has been anonymized, the email address will be available to be used again. An anonymized employee will not be able to access their employee account, nor will they be eligible for future process flows to be assigned to them.

Please note, once an employee’s data has been deleted, the data cannot be recovered.

Eligibility

An Employee is eligible for anonymization when they meet the following requirements:

1. They have completed and/or have cancelled process flows assigned to the employee OR the employee has no process flows assigned to them.
2. They have been inactive for the client specified number of days. Click Boarding defines inactive as no updates to the employee’s profile or updates to their process flows. Adding a process flow, changing a process flow status, or editing data on an employee's profile would restart the timeline.

FAQs

• How do I set how long I would like data retained? - Please communicate this to your Client Success Manager. The Click Boarding team will then configure the tool based on your preferences. If you are a Click Boarding partner, we have developed the DataCleanupSettings - POST and PUT to allow for easy configuration.
• How do I turn off Data Anonymization Automation? - Please work with your Client Success Manager to express your desire to disable the Anonymization Automation. From here Click Boarding will disable the tool. If you are a Click Boarding partner, we have developed the DataCleanupSettings - PUT to allow for updates.
•  How will this impact already existing employees when enabled? - Employees that meet the criteria to be pruned will be added to the daily anonymization cycle. Please note that depending on the number of employees that need to be anonymized, it could take multiple cycles for the system to catch up.
• Can this be turned on in conjunction with the Pruning Automation tool? - At this time clients must select either Pruning or Anonymization for their data cleanup.
• When does the Data Anonymization Automation occur? - The process begins at 23:00 UTC daily.