Privacy requests

The Privacy requests tab is where an institution reviews and carries out erasure requests from people whose data Unifuse holds.

Before you start

• You need the manage privacy requests permission.
• Open Administration → Privacy requests.

How requests arrive

• A user chooses Request erasure on their own profile. See Your account.
• An administrator logs a request received by other means with Log a request received outside the app, giving the Subject’s email and, optionally, a Phone, which is used only to find text messages.

Each request gets a reference beginning ER- and a due date 30 days after it was received. Administrators are emailed when a request arrives (this email cannot be muted), and the bell in the header shows open requests.

The list

Columns are Reference, Subject, Received, Due and Status. Overdue requests are marked. Review opens an open request; View opens a closed one.

Review and erase

1. Select Review. Unifuse runs a dry run and shows what would be erased: a count of rows by table, a section headed What is kept, and why, and any uploaded documents matched by the person’s name. Each document has a toggle so you can include or exclude it.
2. To proceed, select Erase and type the subject’s email address back to confirm. The erasure runs as a single operation and cannot be undone.
3. To refuse, select Decline and give a reason.

What is erased and what is kept

• The person’s student and applicant records, messages and conversation history are deleted.
• A Unifuse user account is scrubbed of personal data and deactivated rather than deleted, so the audit trail of what that account did stays intact.
• Opt-outs are kept as a suppression record, so the person is not contacted again.
• The audit log is never altered.

In your own systems

Unifuse holds a copy of data from your student information system and your identity provider. Remove the person there too; otherwise the next sync or sign-in re-creates their records.

Related

• Data policy
• Trust: data handling