Individual Employee Data Cleanup

Overview

In addition to our automated bulk data cleanup, Click Boarding offers individual record cleanup. Once data has been deleted there is no possibility of recovering the data. If you intend to remove data on a recurring automated basis, consider our Automatic Pruning or Automatic Anonymization.

Pruning

Pruning an employee will delete all data associated with that user except the user's account information. A pruned employee will retain their account and is eligible to be assigned additional process flows.

Information retained includes:

• First Name, Middle Name, Last Name, Suffix
• Email Address
• Phone Number

For individual employee pruning, there is a seven-day hold period where that employee cannot be modified via the UI (e.g. cannot be assigned a process, cannot have their email address updated).

Anonymizing

Anonymizing an employee will delete all data associated with that user, as well as the user account information. Once the employee has been anonymized, their email address will be available to be used again to create a new employee. An anonymize request complies with GDPR requirements. An anonymized employee will not be able to access their previous employee account, nor will they be eligible for future process flows to be assigned to them. 

For individual employee anonymizing, there is a seven-day hold period where that employee cannot be modified via the UI (e.g. cannot be assigned a process, cannot have their email address updated).

Form Shredding

Forms Shred is used to delete employee form outputs. The forms shred action is taken immediately - there is no hold period.

Eligibility

For an employee to be eligible for the individual anonymization or prune process, they must have all assigned processes in a "Complete" or "Cancelled" status.

How to cleanup data

Click Boarding currently offers public endpoints to cleanup individual employee data. For more information regarding these endpoints, please visit the Developer portal.

• Candidates/{id}/DeletionRequests - POST
  • This endpoint is used to create the cleanup request for a specific Candidate
• FormShredded - PUT
  • This endpoint deletes a completed form from a Candidate's process flow.
• Candidates/{id}/DeletionRequests/Status - PUT
  • This endpoint modifies an existing cleanup request for a specific Candidate. Most commonly used to cancel a request
• Candidates/{id}/DeletionRequests - GET
  • This endpoint returns all cleanup requests for a specific Candidate.
• Candidates/{id}/DeletionRequests/{id} - GET
  • This endpoint returns information for a specific cleanup request for a specific Candidate.

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