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- Technical Updates
- Important change to Ambassador Record deletion
Advance warning regarding the permanent deletion of Ambassadors and their associated records
Deletion of the Ambassador record was originally designed so that any Ambassador with a linked record, such as a Timesheet or Expense, would only ever be soft-deleted. As it is a requirement of GDPR to permanently delete information via the Right to Erasure or when the stated retention period has expired, we are implementing a change.
What’s Changing?
Going forward, the deletion of any Ambassador record, either via the ellipsis or the ‘Bulk delete’ Ambassadors option, will permanently delete the Ambassador regardless of its association to other records.
Additionally, all associated Contracts, Timesheets, and Expenses will be permanently deleted.
Finally, the Ambassador will be removed from all Activity and Work Opportunity records. For any member requiring legacy information when deleting Ambassador records, please export this data according to your organisation’s need. This data can be exported anonymously and/or edited in excel for local storage.
Ambassador Record Retention Periods
We would like to remind you that Ambassador records appear in the Retention Tool according to the expiration policy within the HEAT Privacy Notice.
For Ambassadors that are eligible for tracking, this is fifteen years from last engagement. Where no engagement via a Work Opportunity or Activity is recorded, this is fifteen years from the date the Ambassador record was created.
For Ambassadors that are not eligible for tracking, this is seven years from last engagement. Where no engagement via a Work Opportunity or Activity is recorded, this is seven years from the date the Ambassador record was created.
This change is currently being developed and tested. When it is ready, we will announce its release to LIVE database via the Technical Update page.
If you have any queries about this change, please contact HEAT Support.
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