There is now an easy to use GDPR Module available for all 3E MatterSphere systems from version 6.3 onwards.
This will allow you to remove Contacts from all related areas should the contact request this.
The removal of the Contact entries can only be done by an Administrator with appropriate permissions, however these can be initially identified and hidden from the live system by any user. Administrators will have the permissions to either delete or re-instate these contacts.
This is a completely customisable module and Fusion can assist with implementing the correct solution and outcome for your specific business needs. For more information on customisation please contact us directly.
Step One – Identify and Hide
This can be done by any user of MatterSphere.
- Search for and open the Contact and or Client record.
- Tick hide
- Save and close the Contact and or Client record
This is now hidden on MatterSphere from everyone EXCEPT Administrators
Step Two – Check
Administrator task only.
- Access Admin Kit
- Select System Configuration
- Click on Pll Configuration
- Select Pll Management
- Click GO this will bring in the list of all hidden contacts or clients on MatterSphere
Step Three – Delete or Unhide
Administrator task only.
Delete
- Select items to be deleted
- Click on Delete
This will temporarily remove them from this list – they will remain hidden on the live system but still available to Administrators to either Obfuscate or unhide whichever will be deemed appropriate.
Unhide
- Select the items to be unhidden
- navigate to each individual Contact or Client record
- Untick the ‘hidden’ tick box
The records will become immediately visible on the live system to all users.
Step Four – Obfuscate
Administrator task only.
- Ensure all contacts or clients that need further investigation or unhiding are not visible in the list
- Click Obfuscate
This will remove all contacts currently visible from the database.
This should be used in accordance with your firms current GDPR and matter retention policies as anything obfuscated cannot be restored.
Obfuscated data
Where data has been obfuscated users will not be able to see any entries for the Contact or Client where both these have been obfuscated these will not be returned on searches of any type.
Where the Contacts/Clients are:
- Associates on matters – all reference to that associate will be removed from the matters in question.
- Single Clients – all reference to that Client and Contact will be removed. The matter will not be searchable either.
- Multiple Client – where the Contact is a secondary Client on a matter all reference to the contact and Client will be removed but the matter will remain visible.
Administrators will be able to see where contacts have had details removed from matters as the following will be displayed for them.
Important points to note
Obfuscating Contact data will not remove Client name and details only reference to the Contact. This means the Client name is still searchable but there will be no contact information available for that Client. If you which to remove all reference to Clients also you must hide and obfuscate the Client too.
Administrators will always be able to search for matters using the matter description but will not be able to view either Client or Contact information once this has been obfuscated.
