In the course of data protection, it is becoming increasingly important to ensure transparent handling of personal data. Proof of deletion plays an important role here. For example, if applicants approach you and request the immediate deletion of their data (according to Article 17 of the GDPR).

It is important not to use the deletion routine in this case, but to carry out the immediate deletion manually. Otherwise, the automatic deletion could lead to too many days passing between the deletion request and the actual deletion and the applicants could therefore take legal action. 

Here we explain how you can implement this in the system.

Proceed as follows:

1. Create application status

Ad name: For example "Deletion request"

Automatic deletion: No

Final status: Yes

Correspondence mandatory: Yes

2. Create correspondence template

Name: For example "Deletion request"

Available at: Status change

Status: The one created in step 1

Subject (Suggestion): Your request for data deletion

Content (suggestion):

Your personal data that we have received as part of your application will now be deleted. We ourselves no longer have any access to it. After a further 30 days, your personal data will also be irrevocably deleted from all data backups.

3. Create a status transition

Create statuses transitions from all statuses to the new application status, as the desire to delete data can occur at any step in the process.

4. Delete an application manually

Click here:  Delete an application manually
Implement solution B, selecting Delete application and personal data.