Removing Owners, Employees, and Contacts Personal Data

There are two separate tasks that you can perform to remove owners, employees, and contacts:

• Deactivation

  Deactivation is only available for owners and employees. Use the Deactivate button (formerly known as the Delete button in previous versions of Suites Management), to remove people during routine maintenance operations when owners and employees leave. The Deactivate button is located on both owners and employees records.

  Deactivating an owner does not remove the owner from Suites, but makes the owner inactive and hidden from the Owner List page.

  Only owners can be reactivated, and rehired employees need to be re-entered into the system. Reactivating Deleted Suite Owners contains more information.

  Deactivation is logged and auditable on the system.

• Anonymization

  Anonymization is available for owners, employees, and contacts. Use the Anonymize button, to respond to all formal requests to remove their personal data from your system. When you anonymize someone, it deactivates their profile and subsequently deletes their personal data from the system. Once anonymized, a person needs to be reentered into Suites Management to become active on the system again.

  Anonymization is logged and auditable on the system.

1. To deactivate records:
   1. Using one of the navigational paths above, access the personal data record that you want to deactivate.
   2. Beneath the Select column, click the radio button adjacent to the name for the personal data you want to deactivate.
   3. Click the Deactivate button, and then click OK to confirm, or click Cancel to abort the action.
      The methodology for anonymizing records is the same. To navigate to owners, employees, and contacts records, use the following application navigational paths:

      • Owners: Click Owners, and then click Owners again.

      • Employees: Click Employees, and then click Employee Setup.

      • Contacts: Click Owners, and then click Contact List.

2. To anonymize records:
   1. Using one of the navigational paths shown under Step 1-c, access the personal data record that you want to anonymize.
   2. Beneath the Select column, click the radio button adjacent to the name for the personal data you want to anonymize.
   3. Click the Anonymize button, and then click OK to confirm, or click Cancel to abort the action.