Removing a contact's personal data

As part of your business' data retention policy, you must keep track of when to remove personal data in contact records. Your customers or vendors may contact you and request that their personal data be removed. If so, you must remove it as requested. Personal data is never automatically removed. Whether a contact is using the global retention period date or an extended removal date, you must manually remove their data from their record.

To remove personal data from a contact record

  1. Go to Contacts, and the click Customers or Vendors.
  2. Click a contact to open the record.
  3. Click the Options tab.
  4. In the Personal Data Retention section, click Edit (pencil icon).
  5. Click Remove Personal Data to open the Remove Personal Data window.
    6. Note:

    The Remove Personal Data button is available only if the current date is after the contact's set retention date.

  6. Enter the word shown in the Enter Confirmation Word field.
  7. Click Remove Data. If the contact has:
    • An outstanding balance. You must settle the balance and close all transactions before you can remove the data. If a contact has open transactions, the retention period will remain active.
    • Outstanding quotes or estimates. You will no longer be able to access or action the quotes or estimates after the data is removed. If necessary, action or save the documents before removing the data. If you do not need the documents, enter the confirmation word and then click Remove Data.
    • No outstanding documents. The data will be removed immediately when you click Remove Data.
  8. Repeat steps 1-7 for other contacts as needed.