Clients - Deleting Personal Information (GDPR)
This article is part of the General section.
All clients have the right to request the deletion of their personal data in accordance with the GDPR "Right to be Forgotten".
You can delete data for clients that have exited and have no outstanding balance, if it is no longer required. This can be done in bulk, or on a client by client basis.
Deleting data for a single client
Before you start, check that the client has no invoices or refunds to be processed.
Only clients with a 0.00 balance that have been exited for at least the number of months defined in the "GDPR Months After Client Exit" System Setting are eligible to have their data removed.
- Navigate to the Clients tab.
- Use the filters at the bottom to search for the client, and double-click or click Amend to open the account.
- Click the red delete icon in the top right of the screen.
- On the Warning! pop-up screen, read the list of data that will be removed:
- Name and Colloquial Name.
- All telephone numbers, addresses and email addresses.
- Bank Account, Direct Debit and Standing Order details
- Linked Web User information for the user's last active linked account.
- If you are happy with this, click Yes to proceed.
- This is not reversible. Make sure you have checked before you click Yes on the second Warning! screen.
Users will need the "Client Tab Delete Info" permission to action this.
Deleting data in bulk
There is also a global process that will run for any eligible clients that have been exited for a set period.
This period can be configured via the "GDPR Global Delete Years After Client Exit" System Setting and can be set to count from the exit date or the last transaction date with the "GDPR Global Delete Use Trans Date To Get Clients" System Setting.
- Navigate to the Clients tab.
- Click Global in the action bar at the bottom of the screen. This will open the Client Global Actions menu.
- Select the GDPR Delete Expired Client Details tab.
- Click Get Expired Clients to search the system for clients that meet the criteria set in the system setting.
- You can then use the tick boxes to select which client's data to delete.
- When you have made your selections, tick Delete Client's Personal Data.
Users will need the "Global GDPR Delete Client Details" permission to action this.
Related Articles
Client Payment Import
This article is part of the Imports section. Find all related articles here: Imports The Client Payment Import tool in CPL allows you to upload a file from your bank or provider, so CPL can record payments against the relevant client accounts. ...Sending Client Notices
This article is part of the Client Notices section. Find all related articles here: Client Notices Once your notice type has been Accepted and your status has changed, it is time to send out your reminder letters. Sending Client Notices There are 2 ...Connect - Admin: Settings - Client Portal Options and Features
This article is part of the Connect section. Find all related articles here: Connect Available Settings You can control which features clients have access to in the Client Portal by configuring the Client Portal Settings page: To manage these ...Client Notices - Reporting
The article is part of the Client Notices section. Find all related articles here: Client Notices There are several ways you can manage and report on your Client Notices process. Reports If you don’t have a Debt Recovery Report set up to use in the ...Client Notices - Getting Started
This article is part of the Client Notices section. Find all related articles here: Client Notices Overview Client Notices are a workflow to chase up debt. Client Notices can be set up with as many stages as required but a typical model has 3 ...