Configure Data Cleanup and Notifications

Explanation

This activity is used to set up regular data cleanup runs and sets a notification policy.

Prerequisites

There are no prerequisites.

System Effects

As a result of this activity, data subjects' personal data without a valid data processing purpose will be erased/anonymized automatically.
Additionally, Data Protection Officer will be notified in advance about upcoming expiration of data processing purposes and data cleanups.

Window

New Database Task Schedule

Related Window Descriptions

New Database Task Schedule

Procedure

1. Open the New Database Task Schedule window.
2. In the Task Name field, search for Monitors validity of personal data processing purposes and performs data cleanup and pick it.
3. In the Parameters table set the following values for the parameters:
   • CONSENT_EXPIRING_PERIOD = 30 – the system will start sending notifications 30 days before upcoming expiration of a data processing purpose, and will continue until it starts sending notifications about upcoming cleaning of personal data (10 days in advance)
   • DATA_CLEANUP_PERIOD = 10 – the system will start sending notifications about upcoming personal data cleanup 10 days before it takes place
   • SEND_NOTIFICATIONS = TRUE – sending notifications is activated
   • AUTOMATIC_DATA_ERASURE = TRUE – automatic cleanup of personal data is turned on.
     IMPORTANT: Personal data of the data subject is erased or anonymized only in case if it is not connected to any data processing purpose, which is valid for the data subject. Data subjects without any information about data processing purposes are not affected.
   • UNAUTHORIZED_DATA_CLEANUP = FALSE – it turns off the automatic data cleanup of personal data categories which are not linked to any configuration of the data processing purposes for the data subject. It should be turned on mainly when configuration of the data processing purposes for the data subject has been changed in a way that it disconnects completely some personal data category. It is not recommended to set the parameter value to TRUE permanently due to performance reasons.
4. In the Schedule area, set how often the database task should run.
5. Save your changes.