GDPR: Delete contact data, but retain documents

Personal data – but not the documents deleted

The GDPR requires that contacts be deleted immediately upon request. Documents, on the other hand, are subject to retention obligations. This is how you can delete contacts in compliance with the GDPR while still retaining all documents.

Projectfacts creates intelligent connections wherever you need them. For example, you can always find quotes, invoices and contracts directly at the contact within the CRM module. A great help, because this way you always know within seconds all the information about your customers, suppliers and applicants.

The right to erasure of personal data under the GDPR may require all personal data to be deleted. You must comply with this immediately and remove the contact from the CRM. But what happens then to existing documents that are subject to statutory retention obligations and cannot simply be deleted? Simple. For this case, projectfacts provides you with the “Extended Deletion” function.

Extended deletion anonymizes the contact

The “Extended Deletion” function anonymizes the contact in the CRM and ensures that all documents are retained.

To use the function, you must activate it in the settings. To do this, go to the configuration under the “Users and Rights” category and select under User Groups which group is allowed to use this function. Under “Miscellaneous Permissions” below CRM you have the option to activate “Extended Deletion”.

In the detail manager of the contact, the option for extended deletion will now be displayed to you in administrator mode.

Deleted contact, existing documents

Once you have deleted the contact, the contact data, such as the telephone number and email address, can no longer be viewed. However, you will still find all documents, such as invoices, order confirmations and similar items, that must be retained.