If an individual requests that you remove their personal data from your database or if you wish to anonymise the prospect data for any other reason, it is easy to do so without affecting the referential integrity of your database.

1. Go to the Prospect record in question. You can do this by either going to the Customer List and selecting ‘Prospect’ on the filter. This will bring up a list of Prospects.
2. Simply click the Prospect Account no to proceed to the Customer Detail screen.

3. To anonymise the data:
   1. Overtype the entry in the Name field to ‘ANON’
   2. Remove the entry in Street 1 with the backspace key
   3. Remove the entry in Street 2 with the backspace key
   4. Remove the entry in Town/City with the backspace key
   5. Remove the entry in County with the backspace key
   6. Remove the entry in Post Code with the backspace key
   7. Remove the entry in Phone with the backspace key
   8. Remove the entry in Fax with the backspace key
   9. Remove the entry in Email with the backspace key
   10. Remove the entry in Website with the backspace key
   11. Change the Status in the top right-hand corner to ‘Closed’

4. This will anonymise the Prospect record. We are aware that ServiceSight is a flexible tool and can be used in a number of different ways. Therefore, if you have stored personal data in other fields, for example but not limited to, the Memo tab, then you need to decide whether this too needs removing from the database. For further advice on what constitutes personal data please consult the ICO at https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/
5. When you have finished, click the ‘Save’ button to save your changes.

Implications

Anonymising the Prospect Record in the manner described above has implications for the rest of the ServiceSight database where Prospect information is displayed.

For example, following anonymization, if you view a Reminder where this Prospect was selected then instead of seeing their name on the Reminder you will see ANON instead – although their internal account number will be visible.

If you wish to discuss these implications further then please contact the support desk.