Manage personal data for GDPR for contact records

Summary

How to review, amend and remove personal data in line with GDPR laws, within a contact's record using Sage Accounting.

Description

Review and amend personal data in line with GDPR laws, within a contact's record
Remove personal data from a contact's record

Each customer and supplier record includes a section called GDPR Personal Data. You can use the settings in this section to manage GDPR on an individual basis. For example, you may need to extend the retention period for some contacts due to a dispute.

Resolution

Before you start

Enter your business data retention period. From Settings, choose Business Settings, then Accounting Dates & VAT.

Review and amend the personal data of a customer or supplier

Go to Contacts then choose Customers or Suppliers.
Select the relevant contact.
Open the Options tab. In the GDPR Personal Data section, select the Edit button.
Review the following information. Amend as required:
- Last Transaction Date: The date of the last transaction your business processed for this contact
- Suggested Removal Date: This date is based on the business data retention period settings you entered in Settings, Business Settings then Accounting Dates and VAT. If you haven’t entered any business data retention period settings yet, this date is hidden
- Extended Removal Date: If necessary, set an extended removal date for this contact.Note: This date only applies to this contact. It doesn’t reset the business data retention period settings entered in Settings, then Business Settings, Accounting Dates and VAT
- Reason for Extension: Type a reason for why this contact has an extended removal date. This field only appears if you enter a date in the Extended Removal Date box
- This contact has consented to be a permanent record: If you select this check box, you must type a reason for why the contact requires a permanent record in your software

If you’ve made any changes, click Save. Alternatively, click Cancel to close this section.

Remove personal data from a contact

When a customer or supplier asks you to remove their personal data, you must do so as requested.

We also never automatically remove data from your customer and supplier records. Once your retention period ends, you must either remove personal data separately for each affected contact record or use the Remove Personal Data tool.

If the contact has

An outstanding balance – Settle the balance and close all transactions first
No outstanding transactions – You can remove the contact’s personal data now
Outstanding quotes or estimates – You will no longer be able to access or action the quotes or estimates after the contact’s personal data is removed If necessary, action or save the documents before removing the data. If you do not need the documents, you can proceed with removing the contact’s personal data

Use the remove personal data tool

Go to Contacts then click Customers or Suppliers.
Open the relevant contact and then the Options tab.
In the GDPR Personal Data section, select Remove Personal Data.

This option is only available if the current date is after the contact’s set removal date.
Enter the word shown in the Enter Confirmation Word box.
Select Remove Data.

Manually remove a contact’s personal data

Go to Contacts then click Customers or Suppliers.
Open the relevant contact.
Browse through the record and overwrite any information that you want to anonymise. For example, change the contact name to XXX.

Manage personal data for GDPR for contact records

Summary

Description

Resolution

Before you start

Review and amend the personal data of a customer or supplier

Remove personal data from a contact

Use the remove personal data tool

Manually remove a contact’s personal data

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