Set up policies for your office
Change per project
Ready to anonymise project information
WHY HAVE A RETENTION POLICY
As a data controller, you have an obligation under GDPR to stop processing participants' personal information when it is no longer required. According to GDPR Article 28.3.g, Qondor, as the Data Processor must delete or return all participants' personal information to you at the time of your choice. We have made it easier for you to comply with this responsibility by introducing personal data retention policies which you can define and set for your projects. You can read more about retention policies in Wikipedia here.
In more practical terms; the retention policy in a project will determine how long Qondor stores communication and personal information on participants registered in the project before it will be anonymised.
A retention policy is important in order to be able to anonymise the project. The retention policy will be activated x number of months after the project status is set to either Cancelled or Finished.
🔴 For e.g. A project with a retention policy of 12 months will be available for Project anonymisation 12 months after the project status has been set to Finished or Cancelled.
‼️ N.B. Once a project has been anonymised by an Office or Super admin, participants' personal data cannot be recovered! Overview of data to be deleted or anonymised.
DEFINE RETENTION POLICIES IN YOUR OFFICE
Go to OFFICE --> PROJECT RETENTION POLICIES 👇🏽
Default retention policy
Qondor has set the "Default retention policy" to 120 months (10 years). This applies to all existing and new projects.
Change the default retention policy
Office admins and Super admins have access to change the default retention policy if this is not in line with your company policy. If this is changed, all existing projects will have the updated retention policy.
Create new retention policies
Office admins and Super admins can also create new retention policies by filling in the name and the duration (in months) and clicking add.
❗Remember that the number format is in months, not years. (One month is the shortest duration available.)
DEFINE DEFAULT RETENTION POLICY FOR NEW PROJECTS
After creating retention policies, Office admins and Super admins can also set the default project retention policy for new projects.
1. Go to Office -> Settings -> General tab 👇🏽
2. Scroll down to Default Project Retention Policy Settings 👇🏽
3. Select the policy from the dropdown. Click save (or alt + S).
4. This will be available on all new projects by default.
CHANGE THE RETENTION POLICY IN A PROJECT
When creating a new project, your office's default retention policy will be pre-selected.
Project managers can change the retention policy in a specific project if the project requires a different retention policy.
To change this go to Project --> Settings --> scroll to Project retention policy. Here, you can select an available retention policy from the dropdown.
💡Good to know: You can change the retention policy anytime until it is anonymised.
READY TO ANONYMISE PROJECT INFORMATION?
You can anonymise information for projects with an expired retention policy, by accessing the Office menu and Project anonymisation. Here you will see all projects ready to be anonymised, and can choose to anonymise one, several or all projects in the list by the click of a button.