Manage personal data for GDPR for contact records

Summary

How to manage personal data for GDPR for contact records in 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. Read our GDPR article for help entering your business data retention period see >

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. 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.
- 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, select Save. Alternatively, select 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 select 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 select 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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