Client Profile Deletion Guide

This document outlines the process for deleting a client's profile within the CRM Prospects application. The procedure includes steps for both standard deletions and member-requested deletions, ensuring that all necessary checks and validations are completed before finalizing the profile deletion. The deletion process also emphasizes the anonymization of client data to comply with privacy regulations.

Step 1

To begin the process of deleting a client's profile, access the CRM Prospects section. Here, you will find a list of all prospect profiles.

Step 2

To delete a specific profile, click on the desired profile to open it. Navigate to the More Actions menu and select Delete Client. A warning will appear; if necessary, provide a reason for the deletion. To confirm, type in the client's name.

Step 3

After confirming, click Delete to remove the profile from the system.

Step 4

Upon deletion, the profile is anonymized while retaining necessary links to ensure all reports and data remain accessible without revealing the client's identity.

Step 5

If you revisit the client ID, you will notice a tag indicating that the client has been deleted along with any provided reasons. It is advised to avoid including identifiable information in the reason to maintain anonymity.

Step 6

The client's name is replaced with a deleted_random ID, and other personal details such as email and national ID are anonymized. Additionally, clients can request deletion themselves.

Step 7

Within the member app, clients have the option to request deletion. The system will validate the request by ensuring there are no active contracts or commercial reasons for retaining the information.

Step 8

If the validation is successful, the client receives confirmation, including a request ID and email notification, indicating that the deletion request has been processed.

Step 9

In compliance with legal requirements, the profile will be deleted within 30 days. The client representative, their manager, center admins, and the owner account will receive email notifications about the request.

Step 10

Notifications contain the client ID only, ensuring no identifiable information is included. Staff receiving the notification must then proceed to delete the profile.

Step 11

Staff will see a pending deletion request on the profile page and can approve it. This applies to direct requests and those made via customer support channels.

Step 12

Only individuals with specific administrative rights, such as CanAdminClients, can delete the profile. Attempts to delete a profile with an active membership will trigger an error.

Step 13

If an active service prevents deletion, an error message will advise contacting support. This ensures that profiles are retained if necessary for service provision under GDPR regulations.

Step 14

Should the client still wish to proceed with deletion, staff must resolve issues like canceling subscriptions or settling unpaid invoices before the profile can be deleted.

Step 15

Thank you for following the process.

Updated on: 04/12/2025