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Client Data Requests and Deletion Process

This guide outlines the process for handling client data requests and deletion in compliance with privacy regulations. Follow these steps to ensure proper data handling and legal compliance.

Step 1: Ensure Data Privacy Officer's Contact Details Are Configured

Before sending a client data request, make sure the email address of your data privacy officer is entered in the Data Privacy Configuration screen. Go to Setup > Configuration > General > Data Privacy to fill in this information. .

Step 2: Handling Client Data Requests

If a client requests a copy of the data stored about them:

  1. Locate the Client: Go to the Clients button under the Main tab and find the relevant client.
  2. Initiate Data Request: Right-click on the client’s name and select Client Data Requested.
  3. Choose Delivery Method: Select how the client would like to receive the data.
  4. Send Request to Data Privacy Officer: A notification email will be sent to your data privacy officer for further review.

The data privacy officer will:

  • Review the requested data and remove any irrelevant information (e.g., internal notes).
  • Send the finalized data to the client within the required timeframe (e.g., 30 days in Europe).

Step 3: Deleting Client Data

If a client requests complete deletion of their data:

  1. Select the Client: Open the client’s profile.
  2. Delete the Client: Press Delete and confirm the action.
    • Important: This will remove the client’s identifiable information but retain transactional data for reporting and bookkeeping purposes.

Step 4: Global Clients Feature

If using the Global Clients feature:

  • The data privacy officer will be notified when a client is deleted, ensuring the client is removed from all locations.
  • Client data on Shortcuts Online Services will only be deleted once the client has been removed from all locations.

Key Takeaways

  • Always ensure your data privacy officer’s contact details are configured.
  • Client data requests must be handled with care, removing unnecessary information before sharing.
  • Deletion of client data will not affect transactional data unless specified.
  • Use the Global Clients feature for comprehensive data removal across all locations.

This process ensures compliance with data privacy regulations while maintaining accurate records for your business.