Personal Data Deletion

As a part of GDPR compliance, ERPNext has Personal Data Deletion.

Personal data deletion tool enables a user to delete their account and anonymize all the personally identifiable data a user has generated while using ERPNext. That is, personally identifiable information will be randomized. This includes personally identifiable data from your user account like: username, full name, birth date, phone numbers, mobile numbers, location, interests, bio, email signature, Email, Contact, Address, Communication, etc. It also includes data from Leads and Opportunities, the details you have saved like phone numbers, mobile numbers, fax, website, and name.

However, this excludes data that is required by law to be maintained by a business.

1. How to request the deletion of user account

1. To begin deleting users account and personally identifiable data, you need to visit [host-name]/request-for-account-deletion (e.g. example.erpnext.com/request-for-account-deletion) in the URL field.

   

2. Enter the email associated with your ERPNext account. After submitting your request, you will receive a success response.

   

3. This will send an email with a verification link to delete data to the email address associated with the user.

   

4. Once the user clicks on the verification link. A confirmation message will be displayed.

2. How deleting user's personal data works

The request to delete data is recorded in the doctype "Personal Data Deletion Request".

This doctype maintains three states of status to complete the process of removal of user data.

2.1 Pending Verification

This status indicates that the user has requested data deletion via the web-form. However, verification of this request is still pending. Search for Personal Data Deletion Request from the search bar.

2.2 Pending Approval

This indicates that the user has verified the request via email. This enables the option of "Delete Data" for System Managers.

2.3 On Hold

The system admins can now put a request on hold if they find some issues with the request. They can do so with a button that appears on the top right corner when the current status of the document is Pending Approval

2.3 Deleted

This indicates that the System Manager has clicked on the "Delete Data" button. This means that the user's personally identifiable data has been anonymized.

3. Account Deletion Settings

Account Deletion Settings have been added to Website Settings. Here admins can enable the following:

• If the form link should be visible on My Account Page
• Number of days within which the account will be auto-deleted

5. Auto Deletion

A daily scheduled job has been added which will auto-delete such user accounts if the System Manager doesn't act within the days specified in settings. Only requests with status Pending Approval will be considered for auto-deletion. If a request is in a state of Pending Verification or On Hold, it won't get auto-deleted.

6. Related Topics

1. Personal Data Download