Manage personal data for GDPR for contact records

1. Go to Contacts.
2. Click the relevant contact.
3. Click the Options tab.
4. In the GDPR Personal Data section, click the Edit button.
5. Review the following information. Amend as required:  

   • Last Transaction Date: The date of the last transaction your business processed for this contact.

   • Suggested Removal Date: This date is based on the business data retention period settings you entered in Settings > Accounting Dates and VAT. If you haven’t entered any business data retention period settings yet, this date is hidden.

   • Extended Removal Date: If necessary, set an extended removal date for this contact.Note: This date only applies to this contact. It doesn’t reset the business data retention period settings entered in Settings, then Business Settings, Accounting Dates and VAT.

   • Reason for Extension: Type a reason for why this contact has an extended removal date. This field only appears if you enter a date in the Extended Removal Date box.

   • This contact has consented to be a permanent record: If you select this check box, you must type a reason for why the contact requires a permanent record in your software.

6. If you’ve made any changes, click Save. Alternatively, click Cancel to close this section.

Your customers or suppliers may also contact you and request that their personal data be removed. If so, you must remove their personal data as requested. Sage Accounting Start will never automatically remove a contact’s data. Once your retention period ends, you must either manually remove a contact’s personal data or use the Remove Personal Data tool.

If the contact has:

• An outstanding balance – You must settle the balance and close all transactions before you can remove the contact’s personal data.
• No outstanding transactions – You can remove the contact’s personal data now.
• Outstanding quotes or estimates – You will no longer be able to access or action the quotes or estimates after the contact’s personal data is removed. If necessary, action or save the documents before removing the data. If you do not need the documents, you can proceed with removing the contact’s personal data.

1. Go to Contacts.
2. Click the relevant contact.
3. Click the Options tab.
4. In the GDPR Personal Data section, click Remove Personal Data.

5. Enter the word shown in the Enter Confirmation Word box.

6. Click Remove Data.
   

1. Go to Contacts.
2. Click the relevant contact.
3. Browse through the record and overwrite any information that you want to anonymise. For example, change the contact name to XXX.