In some cases it is required to delete data permanently. For example because the data belongs to a person who is no longer a client, or the data has been inserted wrongly and needs to be corrected. Within the KYC Suite Client File there are two ways of deleting data, automatically after a retention-period or manually, both will be discussed in this article.
Automatic data deletion after retention period
To be compliant with the law, it is required to delete data after a certain amount of time. The automatic data deletion allows you to configure which data should be deleted and after which time period.
For example, all data for a party with status "Offboarded" will be deleted after 5 years.
To be able to manage these settings, a user requires an explicit permission to do so. See the chapter Data deletion permissions on how permissions may be granted.
If you have the permission to access this screen, it can be found under "Settings" > "Data retention".
In the screen you can change the time period after which party's and products in a certain status will be deleted permanently. If you do not want anything to be deleted, leave the field "Product data retention period" empty.
Note that party's and products are handled as separate entities and a party cannot be deleted if there is still a product attached to it. Therefore make sure that the product will also be deleted, for example by terminating the product during the offboarding process.
Manual data deletion
In some cases it is required to delete data permanently from the Client File. A user is required to perform this irreversible action they would need an explicit permission to do so first. See the chapter Data deletion permissions on how permissions may be granted.
Deleting party data
The prerequisites for deleting a party are:
The party has status "Rejected" or "Offboarded";
The party does not have any other parties connected to it;
The party does not have a product attached to it.
A party can be deleted by opening the "Additional actions" menu as indicated in the screenshot below.
In the case of this example party, both products have to be deleted first. See the next chapter on "Deleting product data"
After deleting both products and clicking the "Delete party" option, you will be asked to confirm:
After clicking "Delete" all party data will be deleted from the Client File.
Deleting product data
The prerequisites for deleting a product are:
The product has status "Rejected" or "Terminated".
If the product has the "Active" status, it is required to terminate the product first.
After termination the option to "Delete product" will become available.
After clicking this option, you will be asked to confirm the irreversible deletion of the data. If you click "Delete" the product will be deleted and you have the option to go back to the party that was originally linked to the product.
Data deletion permissions
There are currently three permissions related to Client File data deletion:
deleteProductWrite: A user with this permissions is able to delete products manually from the Client File.
deletePartyWrite: A user with this permissions is able to delete party's manually from the Client File.
dataRetentionSettingsWrite: A user with this permissions is able to access and edit the data retention settings.
To understand how permissions can be managed, see our article on Access Management: User groups & Permissions.