The GDPR – Right to Forget feature in Access People Planner allows you to obfuscate (anonymise) personal data across a range of record types, ensuring that any personally identifiable information is anonymised when required and the record can no longer be identified.
Enabling the feature
The Right to Forget feature allows authorised users to obfuscate personal data for specific entities. It can be enabled individually for each entity across modules and functions, and configured both globally and at the user profile level, ensuring that only the necessary users have access.
⚠️Important: The Right to Forget feature must be enabled by the support team before it can be configured. Please contact support to request activation.
Once the feature has been enabled by the support team, you can configure access for individual users by following these steps.
Click Settings, then click Other.
Click Profile and Users.
Click Modules and Functions, and select the relevant entity:
Applicant - GDPR - Right to Forget.
Employee - GDPR - Right to Forget.
Customer - GDPR - Right to Forget.
Service Location - GDPR - Right to Forget.
CRM - GDPR - Right to Forget.
CRM – Account
The following tables show which fields are obfuscated and which are retained when the Right to Forget process is applied to a CRM Account record.
Obfuscated fields
First Name.
Last Name.
Name (Organisation).
Address Line 1.
Address Line 2.
Address Line 3.
City/Town.
County.
Post/Zip Code — all letters will be replaced with 'A' and all numbers will be replaced with '1'.
Phone.
Mobile.
Other (Phone).
Email.
Contacts — the link between records is removed.
Uploaded Documents against Tasks.
Uploaded Activity Documents.
Non-obfuscated fields
Start Date.
Branch.
Area.
Rank.
Zone.
Status.
Contact First Activity.
Contact Last Activity.
Notes.
Created.
Created by.
Last updated.
Last updated by.
Tasks.
Activities.
Leads.
All Custom Fields.
GDPR Consent.
CRM – Lead
The following tables show which fields are obfuscated and which are retained when the Right to Forget process is applied to a CRM Lead record.
📌Note: When a Service Location from a converted lead is obfuscated, the linked CRM Lead record is also obfuscated.
Obfuscated fields
Caller fields
Caller First Name.
Caller Last Name.
Caller Name (Organisation).
Caller Address Line 1.
Caller Address Line 2.
Caller Address Line 3.
Caller City/Town.
Caller County.
Caller Post/Zip Code — all letters will be replaced with 'A' and all numbers will be replaced with '1'.
Caller Phone.
Caller Mobile.
Caller Other (Phone).
Caller Email.
Service Location fields
Service Location First Name.
Service Location Last Name.
Service Location Preferred Name.
Service Location Name (Organisation).
Service Location Address Line 1.
Service Location Address Line 2.
Service Location Address Line 3.
Service Location City/Town.
Service Location County.
Service Location Post/Zip Code — all letters will be replaced with 'A' and all numbers will be replaced with '1'.
Service Location Date of Birth.
Service Location Phone.
Service Location Mobile.
Service Location Other (Phone).
Service Location Email.
Documents
Uploaded Documents against Tasks.
Uploaded Activity Documents.
Non-obfuscated fields
Caller Title.
Caller Initial Contact.
Caller Notes.
Caller Relationship Type.
Service Location Notes.
Service Location Middle Initial.
Service Location Status.
Account.
Contact.
Campaign.
Audit data Created.
GDPR Consent.
Lead Inactive Reason.
Lead Inactive Notes.
Quotations.
Applicants
The following tables show which fields are obfuscated and which are retained when the Right to Forget process is applied to an Applicant record (including CRM Applicants).
📌Note: When an Employee from a recruited Applicant is obfuscated, the linked Applicant record is also obfuscated.
Obfuscated fields
First Name.
Last Name.
Address Line 1.
Address Line 2.
Address Line 3.
City/Town.
County.
Post/Zip Code — all letters will be replaced with 'A' and all numbers will be replaced with '1'.
Date of Birth.
Phone.
Mobile.
Other (Phone).
Email.
Gender — set to 'Unknown' if available, otherwise a random type will be selected.
Sexuality — set to 'Unknown' if available, otherwise a random type will be selected.
Marital Status — set to 'Unknown' if available, otherwise a random type will be selected.
Nationality — set to 'Unknown' if available, otherwise a random type will be selected.
Ethnic Origin — set to 'Unknown' if available, otherwise a random type will be selected.
Religion — set to 'Unknown' if available, otherwise a random type will be selected.
NI Number — will always be replaced with 'AA123456A'.
External ID.
Disability Details.
Reasonable Adjustment Details.
Photo — replaced with the default system photo.
Uploaded Document against Eligibility.
Uploaded Documents against Training and Qualifications.
Uploaded Documents against References.
Uploaded Documents against Tasks.
Uploaded Documents against Events.
Application Date — applicable only when obfuscating the Applicant directly.
Available From Date — applicable only when obfuscating the Applicant directly.
Non-obfuscated fields
Account.
Contact.
Campaign.
Title.
Middle Initial.
Type.
Position.
Source.
Branch.
Status.
Contact Notes.
Eligibility Notes.
Travel Mode.
Languages.
Full Time.
GDPR Consent.
All Custom Fields.
References.
Training & Qualifications.
Tasks.
Availability.
Notes.
Events.
Secondary Account.
Employee
The following tables show which fields are obfuscated and which are retained when the Right to Forget process is applied to an Employee record.
Obfuscated fields
First Name.
Last Name.
Preferred Name.
Address Line 1.
Address Line 2.
Address Line 3.
City/Town.
County.
Post/Zip Code — all letters will be replaced with 'A' and all numbers will be replaced with '1'.
Date of Birth.
Phone.
Mobile.
Other (Phone).
Email.
Gender — set to 'Unknown' if available, otherwise a random type will be selected.
Sexuality — set to 'Unknown' if available, otherwise a random type will be selected.
Marital Status — set to 'Unknown' if available, otherwise a random type will be selected.
Nationality — set to 'Unknown' if available, otherwise a random type will be selected.
Ethnic Origin — set to 'Unknown' if available, otherwise a random type will be selected.
Religion — set to 'Unknown' if available, otherwise a random type will be selected.
NI Number — will always be replaced with 'AA123456A'.
External ID.
Disability Details.
Reasonable Adjustment Details.
Bank Name.
Bank Sort Code.
Account Name.
Account Number.
Account Roll Number.
Vehicle Registration.
Photo — replaced with the default system photo.
Next of Kin/Emergency Contacts — these records will be deleted rather than anonymised.
Uploaded Documents against Eligibility.
Uploaded Documents against Training and Qualifications.
Uploaded Documents against Tasks.
Uploaded Documents against Events.
Non-obfuscated fields
Middle Initial.
Start Date.
First Visit Date.
Last Visit Date.
Termination Date.
Type.
Position (also in QuickLinks).
WTR (also in QuickLinks).
Branch.
Area.
Branch & Area QuickLink.
Reason.
Status.
Contact Notes.
Delivery Methods.
Days Per Week.
Hours Per Week.
Estimated Hourly Pay Rate.
Pay Rate Sheet.
Payroll Run.
Holiday Scheme.
Holiday Records.
Holiday Adjustments.
Transport Mode.
Travel Pay Type.
Insurance Type.
Insurance Expiry.
Licence Type.
Licence Expiry.
MOT Expiry.
Car Manufacturer.
Car Model.
Car Colour.
Car Engine Capacity.
Full Time.
Virtual.
Has Medical Condition.
Terminology Scheme.
Terms & Conditions.
Previous Names.
Languages.
Contracts.
PIN Number.
Preferences.
All Custom Fields.
Critical Information.
Availability.
Medical Details.
Equipment.
Training & Qualifications.
Tasks.
Events.
Rate Sheets.
Travel Details.
Notes.
Termination data.
Manager.
TUPE.
Background.
Run.
GDPR Consent.
Payroll Types.
All related visit data.
Service Location
The following tables show which fields are obfuscated and which are retained when the Right to Forget process is applied to a Service Location record.
📌Note: When a Service Location is obfuscated, the linked Self-Funder record will also be obfuscated.
Obfuscated fields
First Name.
Last Name.
Preferred Name.
Name (Organisation).
Address Line 1.
Address Line 2.
Address Line 3.
City/Town.
County.
Post/Zip Code — all letters will be replaced with 'A' and all numbers will be replaced with '1'.
Date of Birth.
Phone.
Fax.
Mobile.
Other (Phone).
Email.
Web Site.
Key Safe Number.
Access Details.
Caller IDs.
Gender — set to 'Unknown' if available, otherwise a random type will be selected.
Sexuality — set to 'Unknown' if available, otherwise a random type will be selected.
Marital Status — set to 'Unknown' if available, otherwise a random type will be selected.
Nationality — set to 'Unknown' if available, otherwise a random type will be selected.
Ethnic Origin — set to 'Unknown' if available, otherwise a random type will be selected.
Religion — set to 'Unknown' if available, otherwise a random type will be selected.
Service Location External ID.
Photo — replaced with the default system photo.
Next of Kin/Emergency Contacts — these records will be deleted rather than anonymised.
Uploaded Documents against Tasks.
Uploaded Documents against Events.
Non-obfuscated fields
Type.
Title.
Middle Initial.
Start Date.
Last Visit Date.
Termination Date.
Category.
Vulnerability.
Service Priority.
Source.
Branch.
Area.
Branch & Area QuickLink.
Status.
Contact Notes.
EMS Exclusion Type.
PIN Number.
Run.
Terminology Scheme.
Timesheet Font Size.
Timesheet Signature Not Required.
Languages.
QR Codes.
Feedback.
Competent Employees.
Authorised Employees.
Preferences.
All Custom Fields.
Critical Information.
Medical Details.
Service Funders (except Self-Funder record).
Service Orders.
Training & Qualifications.
Equipment.
Quotations.
Service Suspend.
Tasks.
Events.
Notes.
Termination data.
GDPR Consent.
Service Location Outcomes.
All related visit data.
Self-Funder non-obfuscated fields
The following Self-Funder fields are not obfuscated. For all other Self-Funder fields, refer to the Customer section below.
External ID.
Description.
ID.
Order Number.
Customer
The following tables show which fields are obfuscated and which are retained when the Right to Forget process is applied to a Customer record.
Obfuscated fields
Contact details
First Name.
Last Name.
Name (Organisation).
Address Line 1.
Address Line 2.
Address Line 3.
City/Town.
County.
Post/Zip Code — all letters will be replaced with 'A' and all numbers will be replaced with '1'.
Phone.
Mobile.
Other (Phone).
Fax.
Email.
Customer External ID.
Emergency Contacts — these records will be deleted rather than anonymised.
Uploaded Documents against Tasks.
Invoice details
Invoice Address Name.
Invoice Address Line 1.
Invoice Address Line 2.
Invoice Address Line 3.
Invoice Address City/Town.
Invoice Address County.
Invoice Address Post/Zip Code — all letters will be replaced with 'A' and all numbers will be replaced with '1'.
Invoice Contact Phone.
Invoice Contact Fax.
Invoice Contact Mobile.
Invoice Contact Other.
Invoice Contact Email.
Invoice Contact Web Site.
Non-obfuscated fields
Type.
Title.
Middle Initial.
Start Date.
Branch.
Area.
Status.
Contact Notes.
Invoice Middle Initial.
Public Holiday Profile.
Invoice Run.
Invoice Format.
Invoice Grouping.
Invoice Contact Notes.
Invoice Delivery Method.
Purchase Order Number Required.
EMS Rule.
Tasks.
Service Users.
Sub Groups.
Notes.
Timebands.
Termination Fields.
GDPR Consent.