Anonymisation of personal data

A specialized module that centralizes requests for anonymization or deletion of personal data into one common application, providing a convenient way to secure the entire process.

Comfortable meeting GDPR requirements

Anonymisation of personal data

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Anonymisation of personal data by automated means

The Personal Data Anonymization module is a new application that ensures the process of anonymizing personal data in SOFTIP PROFIT PLUS and SOFTIP HR PLUS in an automated manner and enables the creation of a personal data extract for the data subject. The module allows to centralize requests for anonymization or deletion of personal data in one common module.

The scope of the personal data can be adapted to the special requirements of the customer upon request, who, as the controller, specifies additional custom data for inclusion in the anonymisation process.

Anonymisation preparation
For this purpose, there is a separate service Records for anonymization and Printing of anonymization basis. The output is a list of data subjects whose data needs to be anonymised.
Simulation of anonymisation

Executes the prescriptions from the selected group, with a transaction rollback at the end and no changes made. It is used to check the executability and overview which data will be anonymized and in what way.

Anonymisation of data
It shall be carried out for the persons concerned identified in the selected list. Anonymisation may only be carried out for records for which the valid retention period has expired. The time limits are defined by the parameter.
Generating a log

Generation of a log of the performed anonymization, logging of the performed anonymization.

The anonymisation process is irreversible

Anonymised data shall mean personal data which have been reduced to a form in which they cannot be attributed to the data subject.

Anonymisation procedure and data anonymisation groups

Procedure and conditions for anonymisation

Anonymisation shall be carried out for flagged data and for flagged records of data subjects.

The data to be anonymised are grouped into logical groups within which they are anonymised simultaneously. It shall be possible to specify a retention period for a group of data after which the data may be anonymised.

Grouping

On a clustering basis, data within one group are anonymised simultaneously.

Determination of retention value

Anonymisation shall be carried out when the specified retention period has expired

Example of logical groups

Personnel and payroll - employee's personal data, photo, ...

SPR - records of social fund contributions

PPE - records of protective work equipment

UZA - registration of jobseekers

FTA - record of training activities

Anonymisation methods

The anonymisation of data in each group will be performed according to the set anonymisation methods.

Physical deletion of a record

As far as the "final" records are concerned, they do not affect other records in the SOFTIP PROFIT PLUS and SOFTIP HR PLUS systems.

Replacement by value

Anonymised data values are replaced by anonymising values (e.g. '*').

Replacement by a constant

The anonymised values of the codebook data will be replaced by the anonymisation constant for the codebook value (e.g. "-6": unidentified data).

Group - Human Resource Management

Within this group, anonymisation is possible for the following data:

Personnel and payroll - employee's personal data

  • Identification data
  • Addresses and links
  • Bank accounts; Passbooks; Family members
  • Data for insurance and much more

Records of personal protective equipment

  • Employee entitlements
  • PPE issued to the employee
  • Employee size tables

Records of training activities

  • Educational activity
  • Participation in educational activities
  • Cost per participant
  • Member of the lecturing staff
  • Member of the Examination Board

Records of social fund contributions

  • Fund formation
  • Use of the Fund
  • Employee benefits

Employee's documents and papers

  • Document records
  • and documents stored in the database

Photo and sample signature

  • Employee photo
  • Scanned specimen signature

Attendance card

  • Daily attendance

Annual tax settlement

  • Calculation of the annual tax assessment

Register of jobseekers

  • Deletion of all data on a registered applicant

Group - Logistics Process Management

Within this group, anonymisation is possible for the following data:

Warehouse

  • Non-business citizen, employee, or worker listed on a stock document
  • Annexes attached to stock documents

Customer orders

  • Non-business citizen, employee (dealer, driver), or contact person on the customer order header
  • Annexes attached to the customer order

Purchase

  • Non-business citizen, employee (purchasing clerk), or contact person on the purchase order letterhead
  • Citizen non-business on a purchase request
  • Attachments attached to the purchase order

Expedition

  • Non-business citizen, worker (dealer, driver) on the dispatch delivery note header
  • Annexes attached to the dispatch delivery note header

Invoicing

  • Non-business citizen, bank account on the header of the customer invoice
  • Annexes attached to the customer invoice header

Delivery lists

  • Non-business citizen, worker (dealer, driver) on the delivery note header
  • Annexes attached to the delivery note header

Transport

  • Non-business citizen, worker (driver, wagon driver) on the daily driving record
  • Annexes attached to the daily driving record

Group - Management of economic processes

Within this group, anonymisation is possible for the following data:

Accounting

  • Non-business citizen or employee entered in the register of accounting entries
  • Non-business citizen or employee entered in the register of imported accounting, tax and balance sheet entries
  • Annexes attached to the accounting documents

Funding

  • Non-business citizen or employee registered in the records of transfer orders, collection orders, estimated payments, estimated receipts, bank statements, historical financial transactions
  • Annexes attached to transfer orders, collection orders, estimated payments, estimated receipts, bank statements, historical financial transactions

Saldokonto

  • Non-business citizen or employee entered in the records and history of the balance sheet
  • Non-business citizen or employee entered in the register of penalty invoices, correspondence and import of balance sheet records

Acquisition of assets

  • Non-business citizen or employee entered in the register of investment shares and investment share items
  • Annexes attached to investment actions and investment action items

Inventories

  • Non-business citizen or employee entered in the historical inventory records, in the historical inventory entries
  • Annexes attached to the inventory records

Suppliers

  • Non-business citizen or employee entered in the register of supplier invoices, advance invoices and advance tax invoices
  • Annexes attached to supplier invoices

Fixed assets

  • Non-business citizen or employee entered in the fixed asset register for previous periods
  • Annexes attached to the asset register

Value added tax

  • Non-entrepreneur citizen or employee entered in the tax document register and the VAT vehicle register
  • Annexes attached to VAT tax documents

Treasury

  • Non-business citizen or employee entered in the register of cash documents, bills of exchange and advances
  • Annexes attached to supporting documents

Minor fixed assets

  • Non-business citizen or employee entered in the register of small fixed assets for previous periods
  • Annexes attached to the asset register

Travel orders

  • Non-business citizen or employee registered in the register of domestic and foreign travel orders
  • Annexes attached to travel orders

Person concerned

The data subject shall have the right to obtain confirmation from the controller as to whether personal data relating to him or her are being processed and, if so, to obtain access to those personal data.

In accordance with the GDPR, for the purposes of exercising the right to information and access to personal data of the data subject, the module provides the following options:

Locating the data subject
on the basis of entering data - surname, first name, birth number or personal number
Print list
personal data recorded for the data subject
Print values
personal data recorded for the data subject

Anonymisation of personal data

Module for the information system SOFTIP PROFIT PLUS and SOFTIP HR PLUS, which clearly and comfortably centralizes the administration of processes for ensuring the anonymization of personal data in accordance with the GDPR regulation.
anonymization_basic_image
person concerned
touching values
touching the values2
logging_anonymisation
protocol_on_the_performance_of_anonymisation
group_personal_events_pam
personal_events_to_do_list
log_worker
log_obcan
do_obcan

GDPR support in IS SOFTIP PROFIT PLUS

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Katarína Hošalová

Product Manager

SOFTIP HR PLUS

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