Appendix: Clearing Personal Details¶

Upon leaving the company it is possible that employees may wish to have their personal details removed from the company records. In the EU the GDPR legislation makes this a right of the employee under the 'right to erasure' article.

Within the scheduling software there are a number of steps that may need to be taken to remove personal details, and these are documented below.

Removing User Data¶

The only personal user data that is stored in the system is the user's name. This can be removed via the Users administration screen on the Scheduling Workbench (Administration -> Organisation -> Users), either by removing the name or by deleting the user entirely.

If the Schedule Archive Database is being used then user information may also appear here. The information may be in the audit data, or in one or more snapshots of the system database. Audit data will be deleted automatically by the Schedule Archiving Service, by default after a period of 30 days (this is configurable via the 'AuditRetentionDays' parameter).

Personal user data can be cleared from archive database snapshots using the 'Clear Personal Data' screen on the Scheduling Workbench (Data Capture -> Archive -> Clear Personal Data). Simply select the 'Remove User' option and enter the id of the user for whom personal data should be cleared. See the section in the Schedule Archive User Guide for full details.

Finally, user data will also be included in any exports of the system database, taken from the Import/Export screen in the Administration workspace. If it is necessary to keep older copies of these files then the files would need to be hand edited to remove personal details (the files can be opened using notepad or any other text editor). Otherwise the files can be deleted and replaced with an updated export of the system data.

Removing Resource Data¶

The Scheduling Database is only used for temporary storage of data. As such, when a resource leaves the company any data relating to this resource will be removed from the scheduling database in due course, provided that the resource is no longer included in any input data.

If the Advanced Resource Planner is being used, then any resource data should be manually cleared, either by deleting the resource or by updating any attributes containing personal information. See the 'List of Attributes' section for a list of possible attributes.

If the Schedule Archive Database is being used then user information may also appear here. The information may be in the audit data, reporting data, or in one or more snapshots of the system database. Audit and reporting data will be deleted automatically by the Schedule Archiving Service, by default after a period of 30 days for audit data and 90 days for reporting data (this is configurable via the 'AuditRetentionDays' and 'ReportingRetentionDays' parameters).

Personal resource data can be cleared from archive database snapshots using the 'Clear Personal Data' screen on the Scheduling Workbench (Data Capture -> Archive -> Clear Personal Data). See the section in the Schedule Archive User Guide for full details.

Finally, personal details may appear in saved schedules and exported files. It is recommended that these are removed and replaced with updated versions once the resource personal details have been cleared.

List Of Attributes¶

The table below lists attributes within the schema that may contain personal data, and a suggested action for removing this data. These actions are carried out by the Schedule Archiving Service when removing personal data from the Schedule Archive Database.