Delete constituents’ personal data when it’s necessary to comply with various data
protection and privacy regulations.
Required Editions
| Available in: Performance, Enterprise, Unlimited Editions,
and Developer |
Many data protection and privacy regulations can require you to delete constituents’ personal
data when they request it, or when it’s no longer necessary to keep it. We’ve listed a few of
the regulations that are important to many institutions collecting and processing their
constituents’ data.
- General Data Protection Regulation (GDPR), European Union
- Family Educational Rights and Privacy Act (FERPA), United States
- Personal Information Protection Act (PIPA), Japan
- Privacy Act, Australia
If you have constituents or users who want the data that you’ve collected on them deleted,
review these common requests and the procedures related to them.
| Common Customer Request |
Actions to Consider |
Things to Consider |
| A prospective student withdraws their application and wants you to remove all of
their data. |
Delete Records
Delete Users
|
Consider deleting these records:
- Person Account
- Contact
- Lead
Find any personally identifiable information (PII) in unindexed, free-text
fields.
To search for PII in unindexed fields, export the data, and then
search for the student’s information.
Also consider deleting these
records:
- Case
- Files
- Notes
- Identity Document
- Individual
- Individual Application
- Constituent Role
- Contact Profile
- Person Education
- Person Employment
- Person Disability
- Person Language
- Where the student has access to a community portal, deactivate their user.
Be aware that deleting certain student records could create conflicts with
legal requirements around data retention. If so, consider anonymizing the records
but weigh all the options with a legal advisor.
If you maintain a sandbox,
consider refreshing it after deleting data to remove that constituent’s data from
the sandbox, or log into the sandbox and manually remove the data.
If you are
running CRM Analytics for Education Cloud, run the CRM Analytics dataflow to remove
the deleted records.
|
| A prospective student has submitted Requests for Information (RFIs) through your
learner portal, but isn't interested in the school and wants you to remove all of
their data. |
Delete Records
Delete Users
|
Consider deleting these records:
- Person Account
- Contact
- Lead
- Case
- Files
- Notes
- Where the student has access to a community portal, deactivate their user.
Find any personally identifiable information (PII) in unindexed, free-text
fields.
To search for PII in unindexed fields, export the data, and then
search for the student’s information.
|
| A staff member has retired and the university requests that you remove all data
associated with the member. |
Delete Records
Delete Users
|
Remove the staff member’s personal data from any integrated source system and
exclude it from future data synchronizations, to prevent data from being repopulated
into Education Cloud.
Consider deleting these records:
- Person Account
- Contact
- Where the staff member has access to a community portal, deactivate their
user.
Find any personally identifiable information (PII) in unindexed, free-text
fields.
To search for PII in unindexed fields, export the data, and then
search for the staff member’s information.
|
