In PlusPort Academy, you can automatically anonymise user data. This is intended to comply with privacy legislation (GDPR). When a user has been inactive for a specified period, personal data is automatically replaced with the text "*****" and optionally linked data is deleted.
Requirements
- You need administrator rights to configure the anonymisation settings.
- Anonymisation only works for inactive users (status inactive). Active users are never anonymised.
Navigation
Go to Management > Portal settings. In the Portal category, find the Anonymise users setting.
Enable anonymisation
- Go to Management > Portal settings.
- Click the edit icon next to Anonymise users.
- Select the Anonymise users option.
- Enter the number of months in the Anonymise users X months after deactivation field. This determines how many months of inactivity must pass before the data is anonymised.
- Select which additional data you want to delete (see the table below).
- Click Save.
What is anonymised?
During anonymisation, the following personal data is replaced with "*****" or cleared:
| Data | Action |
|---|---|
| First name, infix, last name, initials | Replaced with "*****" |
| Email address (business and personal) | Replaced with "*****" |
| Address, postal code, city, country | Cleared |
| Date of birth, place of birth, country of birth | Cleared |
| Telephone number and mobile number | Cleared |
| Profile picture | Deleted |
| Company name | Cleared |
| Employment start date | Cleared |
| Gender | Cleared |
| Custom fields (var1 through var15) | Cleared |
| Language | Cleared |
| User code | Replaced with "usr_id_[number]" |
| Login details | Login replaced and deactivated |
You can also configure which additional data is deleted during anonymisation:
| Option | Description |
|---|---|
| Delete forms | All forms linked to the user are deleted. |
| Delete certificate attachments | Attachments to the user's certificates are deleted. |
| Delete certificates | All certificates (certificate type) belonging to the user are deleted. |
| Delete knowledge and skills | Competency assessments and data are deleted. |
| Delete documents | The user's personal documents are deleted. |
| Delete experiences | The user's work experience is deleted. |
| Delete authorisations | The user's authorisation certificates are deleted. |
| Delete designations | The user's designation certificates are deleted. |
| Delete CPD registration | Accreditation points (manual and through training) are deleted. |
| Delete notifications | Sent and outstanding email notifications are deleted. |
| Delete personal required certificates | Personal certificate requirements are deleted. |
| Delete content groups | Content group memberships are deleted. |
| Delete authorisation groups | Authorisation group memberships are deleted. |
| Delete requests | All training registrations and waiting room registrations are deleted. |
| Delete project members | The user is removed from projects and teams. |
Use Select all and Select none to quickly select or clear all options.
How does the process work?
- The anonymisation process runs automatically every day as a background task.
- A maximum of 200 users is processed per run. For large numbers, it can therefore take several days before all users are anonymised.
- Both regular users and external users (friend users) are anonymised.
- The system checks the date on which the user was set to inactive. The user is only anonymised when this date is more than the configured number of months ago.
- In addition to personal data, the user's progress data is also deleted.
Note: Anonymisation cannot be undone. Once a user has been anonymised, the personal data cannot be restored. Carefully check which options you enable beforehand.
Note: If your portal is part of a main portal with portal settings synchronisation, the anonymisation settings are inherited from the main portal. You can then only view the settings, not edit them.
Frequently asked questions
Are active users anonymised?
No. Only inactive users are eligible for anonymisation. First set users to inactive, either manually or through the automatic deactivation feature, before anonymisation can take place.
Can I undo anonymisation?
No, anonymisation is permanent. The original data is overwritten and cannot be restored.
How do I know whether a user has been anonymised?
An anonymised user is recognisable by the name "*****" and the absence of personal data.
What is the difference between deactivating and anonymising?
Deactivating makes a user inactive: the user can no longer log in, but all data remains stored. Anonymising permanently removes the personal data of an inactive user.
When does the anonymisation process run?
The process runs daily as part of the scheduled background tasks. As an administrator, you do not need to take any action.