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GDPR Features and Data Management

NOTE! This article applies only to European operators that fall under GPDR regulations.

Overview

The GDPR functionality allows system operators to manage customer data in compliance with the General Data Protection Regulation (GDPR). When enabled, users with the GDPR profile gain access to two dedicated pages: GDPR and Event Log.

The GDPR module provides tools for:

  • Automatic data retention and deletion.

  • Manual deletion of customer data.

  • Export of customer data in a machine-readable format.

  • Event logging for all GDPR-related actions.

Data Retention Settings

Two system settings define how long customer data must be stored and when it will be deleted automatically:

  • Minimum retention period for customer data (default: 3 months)

  • Automatic deletion of customer data (default: 36 months)

Automatic Deletion Rules

Automatic deletion is logged with the type Automatically deleted.

The following rules apply:

  • A customer is deleted if they have no upcoming, active, or completed orders within the retention period.

  • A customer with no orders is deleted if registered longer ago than the retention period.

  • An order is deleted if it was cancelled more than the retention period ago.

  • Invoices (wholesale) older than the minimum retention period are deleted.

  • Uploaded files and validation results from order imports older than the minimum retention period are deleted (before that, only the uploader can download them).

  • Speed test records older than the minimum retention period are deleted.

If automatic deletion fails, the system notifies the operator by email

 


Manual Deletion

Manual deletion is logged with the type Manually deleted.

On the GDPR page, operators can search for customers and orders. The column Deletable shows whether the minimum retention period has passed:

  • If Yes, the customer/order can be deleted.

  • If No, the deletion cannot be performed.

  • Customers who have never had an order can always be deleted.

Exporting Customer Data

Operators can export customer information in a machine-readable format:

  1. Select one or more customers from the GDPR page.

  2. Click Export

  3. The export file will include the customer’s information and all related orders.

This action is logged with the type Exported.

Event Log

The Event Log tracks all GDPR-related activities and consent events.

Event types include:

  • Automatically deleted – Customer/Order removed by automatic deletion job.

  • Exported – Customer/Order exported via Request extract.

  • Customer information updated – Data updated in the admin or customer portal.

  • Manually deleted – Customer/Order deleted by a GDPR user.

  • Personal number requested – A user clicked Show personal number for a customer.

  • Consents exported – Customer included in a consent export.