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Dynamics 365 Community / Forums / Finance | Project Operations, Human Resources, ... / GDPR - automatic removal
Finance | Project Operations, Human Resources, ...
Suggested Answer

GDPR - automatic removal

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Posted on by Jessica Hatten 7

Hi!
So, we are trying to figure out how to set up automatic removal rules for employee data in the system. This includes:

  • Deleting certain data when someone has left the company
  • Deleting certain data (based upon type) based upon different removal time rules (could differ depending on type/laws)

Microsoft themselves haven't been able to provide me with a step-by-step guide for over a month. I'm thinking, since Microsoft is such a huge company, this should be a piece of cake for them really. Since they're not answering, I'm trying in this forum instead.

Does anyone have any ideas of where a step-by-step guide (not articles provided by Microsoft with not clear instructions) can be found about this, and if it's even possible to set up this in the system?

Many thanks in advance!

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  • Suggested answer
    Parag Chapre Profile Picture
    Parag Chapre 12,254 Most Valuable Professional on at

    Hi there,

    I am not sure whether it is possible but there are some parameters in the system where you can hide some information.

    What kind of information do you want to delete and at what situation?

    Is it something like employee terminated or exited?

    You can create integration and delete the data via power automate or logic apps.

  • Jessica Hatten Profile Picture
    Jessica Hatten 7 on at

    Hi Parag!

    Since, according to GDPR, you're only allowed to store personal data as long as there's a purpose for it. Otherwise, it should be deleted.

    So, when any employee leaves the company, we no longer have use of their emergency contacts, their home phone number, private email address etc. But, because of country-regulated laws, information such as bank details, sick notes etc sometimes need to be kept for a longer period after someone has left the company.

    So, because there's different times for when something should be deleted depending on the type of data, we need to be able to set this up so the system automatically can delete data based upon our preferences.

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