GDPR data removal in Jeeves ERP
We have developed a solution helping you handle GDPR data removal and anonymisation requirements in Jeeves. Contact Systemstöd today for help with GDPR requirements in Jeeves ERP.
Background
The Swedish Personal Data Act (1998:294, PuL) has been replaced by new legislation, the General Data Protection Regulation (GDPR) which regulates personal data processing to protect individuals from privacy violations through such processing.
Personal data is any information directly or indirectly linked to a living person, such as names, identity numbers or combined details revealing identity. Even information not directly identifying someone can be personal data if it can be linked to a specific individual.
Scope
The solution only covers data removal. A signature identifier (perssign, perssign2…) is not classified as personal data when its full-name link is anonymised. Anonymisation covers standard fields and removal is limited to the Jeeves ERP database. Custom tables and columns can be added during installation.
Removal method
The GDPR data removal described here uses anonymisation: data is updated so it no longer qualifies as personal data. Logs, workflows, notes and requests are deleted.
Solution
Our removal and anonymisation solution sets up anonymisation jobs based on Jeeves standard fields and your customisations.
Jobs clear old data that is no longer wanted or permitted to be retained. A batch job reviews the system and anonymises many fields older than a defined number of years. The customer decides when and how often it runs.
Removed and anonymised information and records are kept in a separate table to show that information changed. The original information is not retained.
Consent
People in the KP table should generally have consented to your holding information about them. From Jeeves ERP Version5 (V5), two consent and GDPR fields are available, also in FR: a consent checkbox and a date field showing when consent was given.
When consent is withdrawn, clear the checkbox, save the record, manually change the name and remove contact details. Anonymising the name is preferable to deleting it; otherwise future contacts may be linked to past events. KP anonymisation should also carry into programs such as reported events and orders.
Names may remain unchanged elsewhere because of Jeeves settings or restrictions on changing data, for example in invoicing. Here the accounting law takes precedence over GDPR, so the information remains.
To remove information not legally required to be retained, Systemstöd can work with you to create additional anonymisation jobs launched from the KP program.
Consulting work for GDPR data removal in Jeeves ERP takes approximately one day.
Would you like help with Jeeves ERP data removal?
Contact me, Fredrik Jansson, by email: fredrik.jansson@systemstod.se or phone: +46 70 607 65 17
Marie Boqvist, Sr Buyer, Rockwell Collins Sweden AB
– Thank you for a well-executed Jeeves environment upgrade. Everything went smoothly, and we appreciate your quick responses to the problems that arose. We look forward to working in the new version and further developing our Jeeves use with Systemstöd.