General Data Protection Regulation and Employee Information

The General Data Protection Regulation, or GDPR, refers to a system of data protection and privacy regulation adopted by the European Union (EU), giving individuals more control over their personal data. The regulation is aimed at EU-based companies and companies who control or process data of EU residents.  Learn more on the official GDPR Portal site.

Intranet Connections and the GDPR

Intranet Connections is a Canadian company. Since our software is installed by our customers on servers they control and we have no access to personal data, we are neither a data controller nor data processor.

Eliminating Personal Data

Organizations using our software typically hold employees' personal data, and this may need to be eliminated at employee request.

There is no central mechanism within the Intranet Connections software to eliminate personal data with a single action. Instead, a series of actions are required to remove all data, as follows.

Employee Directory

Personally identifying information for an employee is stored in the Profile of Employee Directory. There are two ways that employees may be added to your intranet; choose the removal method below which is appropriate for your organization.

If the personal information is stored in Active Directory:

  1. Remove personal information from Active Directory
  2. Do a forced sync to the intranet

If the account is a form-based login:

  1. Go to the Admin area and click the Directory tab
  2. Click Find Employee, and search for the employee
  3. Click the Delete button to delete the profile

Forms

If you use online forms to collect personal information, you can find and delete personal information by following these steps.

Forms Submitted By Person

  1. Select the form containing personal information
  2. View the responses
  3. Click Filter
  4. Select person under Filter By User
  5. Click Search and delete all responses

Forms that Collect Personal Information

  1. Select the form that collects personal information
  2. Click Filter
  3. Click show under Fields
  4. Search for the person based on an identifying field (such as Name)
  5. Delete all responses

Final Steps

At this point, the most likely sources of personal data (i.e. profile, wall, form submissions) will have been eliminated.

To locate all remaining personal information, do a global search by entering their name in the top search box. In the search results page, look at the category All to review all of the mentions of their name. Item details will be shown in the panel on the right. Click through to each item, delete as needed, then search again. Repeat the process until no information remains.

As a final step, go to the Admin area and under Site Search click Reindex my site data.

Related articles