The Softools platform has some features and functionality which helps the administrators of a site be compliant with some of the GDPR regulations around processing and controlling of personal data.
The article linked to below allows a site administrator to specifiy a sign up messages which ALL users have to accept before using the platform. Upon sign up, the User profile of that user stores a record of exactly when the messages was accepted, and what the content of the messages was at the time (as the message may change)
Personal Identifiable Information
Change Log (Activity Stream) User Profile data
All changes to record data are recorded in the activity stream, which stores for reference the user (first and last name) who made the change and the new value of the field which was changed.
Under GDPR legislation, a user may request that their name is removed from this history if they leave the company.
There are two pieces of functionality to help in this area
1) When the user profile is changed so that the first name and last name changes, those new details are shown in the history (activity stream). these changes are never lost, as record of changes to data is always kept as an audit. So an example of the activity stream data (accessed through the history menu option) within a record, shows the following:
After changing my user profile last name from "Edwards" to "Anonymous", the history screen now shows:
Data contained within a record
As record data is entered, it is possible for some text based fields to contain references to a person's name, or email address. There is a search and replace feature within a list report which will replace text in both record data and activity stream data history.
This article describes how to use the Search and Repkace feature, but essentially it is a case sensitive search and replace for data to allow an administrator, or someone with permissions on the records requiring change, to allow personal identifiable information to be replaced with anonymised text replacements.