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We’re in the process of setting up our instance and have a GDPR-type question. The platform will mostly be for customer onboarding and training and we’ve got some strict data retention policies. We were hoping to achieve something along these lines

  1. If the account is active, we keep the data indefinitely.
  2. After 12 months of inactivity, notify the user (ideally via email) that if they do not login, we will delete their account.
  3. If they don't login within one month, we delete their account.

We’ve worked out that we can use “automation” to “expire” users after 12 months of inactivity. The two things we haven’t worked out is a) how to notify users before we expire them to give the an opportunity to keep their account and b) how to automatically delete expired users after a certain time.

Any advice welcome - thanks in advance

Update we figured out how to notify so that’s all OK.

Any help on how to solve #3 would be greatly appreciated: Either by deleting an expired user record after X time or by removing PII (i.e. replacing first name, last name, email address and phone number with gobbledygook.

Thanks

Not sure you can do this for all fields but there is an option you can turn on under Advanced Settings where you can “anonymize” deleted users...not sure this would work for all your cases though but may be worth a try.

https://help.docebo.com/hc/en-us/articles/360020079900-Managing-the-Platform-Advanced-Settings#01H8EDJJWE0NRGV59PVFKVKWT2

 

Also found this that sounds interesting if you have Docebo Connect

https://help.docebo.com/hc/en-us/articles/8731762873362-Docebo-Connect-for-User-Anonymization

but it makes me think there may be an API to do this...did you check that? 

I don’t see an api to anonymize, other than basically doing an ‘update user’  (/manage/v1/user/{id}) and inserting random strings for the fields you need to anonymize.

You can delete them that way as well. Theres a bulk delete endpoint. Depending on how you handled the notification, might be a workflow off of that method. Could see the notification having a simple response form, and if the person did not respond they get added to the list to go to bulk deletion in a monthly cycle.

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