GDPR - Anonymisation and Data Holding
Table Of Contents
WarningOnce a company, contact or address has been anonymised, it cannot be restored or reactivated. The data is permanently hidden.
Khaos Control will not automatically anonymise or place data on hold. These actions must be performed manually by a user when required.
Depending on your requirements, you can either:
- Hold data temporarily, preventing it from being actively used whilst retaining the information.
- Anonymise data permanently, removing personally identifiable information from view.
Before using either feature, you should review the relevant System Values configuration.
Prerequisites
Before anonymising or holding data, ensure the following System Values have been configured:
Available Options
You can anonymise or hold data at several levels:
- Anonymise or hold a single address or contact.
- Anonymise or hold a single company.
- Anonymise groups of companies.
Anonymise or Hold a Single Address or Contact
Individual addresses and contacts can be anonymised or placed on hold from the:
Use the appropriate Anonymise or Hold button for the selected address or contact.
Typical Uses
- Removing personal contact details following a GDPR request.
- Temporarily preventing a contact from being used.
- Retaining company records while anonymising an individual contact.
Anonymise or Hold a Single Company
An entire customer or supplier account can be anonymised or placed on hold from the:
Use the relevant Anonymise or Hold option for the selected company.
Typical Uses
- GDPR compliance requests.
- Removing inactive customer records.
- Temporarily suspending access to customer or supplier data.
- Retaining historical transaction information whilst hiding personal data.
Anonymise Multiple Companies
If you need to anonymise several companies at once, use the bulk anonymisation feature.
Steps
- Open the [Customer/Supplier | List] screen.
- Open the grid context menu.
- Select the anonymisation option.
- The Anonymise Multiple Companies dialog will open.
- Use the available filters to identify the companies you want to anonymise.
- Review the selected companies carefully.
- Confirm the anonymisation process.
WarningBulk anonymisation is permanent. Once completed, the selected companies cannot be restored.
Security Requirements
To use the anonymisation and data holding features, an administrator password must be configured.
Setup Requirement
An administrator password must be stored in:
Users will be prompted to enter this password before performing anonymisation or data holding actions.
The password field will display as a series of asterisks regardless of whether a password has been entered.
Additional Information
Khaos Control v237 and Later
Additional filtering options were added to the Anonymise Multiple Companies dialog in version 237.00 and later.
For more information, see: