Automatic archiving and anonymization of member data – Magicline GmbH

In this article, you'll learn how to use automatic archiving and anonymization of member data to optimize data protection and increase efficiency in your studio.

Overview and Importance

Automatic archiving and anonymization are powerful features for optimizing your data protection management. They help you manage inactive member and prospect data in compliance with GDPR and reduce manual effort.

Archiving

During archiving, selected customer records are removed from all active overviews and search functions. The data is not deleted but securely stored and can be restored if necessary. Important to note:

Some data, such as App-Connect information, is lost during archiving.
Certain information (e.g., photos, documents) can optionally be permanently deleted during archiving.
Archived members can be viewed and restored with the appropriate permission.

Anonymization

Anonymization is the next step after archiving. Here, all personal data of the selected members is permanently removed. Anonymized records:

Are permanently removed from all overviews and search functions.
Cannot be restored.
Contain no references to the original person.

Checks Before Archiving

Before a member is archived, the system automatically performs various checks to ensure that no active business relationships or open transactions exist. A member is excluded from the archiving process if, for example:

Active contracts are present
The account is not balanced
Open credits or quotas exist
Future bookings are pending
An active dunning process is ongoing
An active check-in exists
Open studio tasks are present
The member is acting as a payer for other customers
It is registered as a legal representative for other customers

These checks ensure that only member data that is unproblematic from a business and legal perspective is archived.

Configuration and Activation of Settings

Navigate to: Settings Studio Data Protection
Create a new configuration or select an existing one
Configure the settings for archiving and anonymization:
- Give the configuration a unique name
- Specify which data should be archived and which should be deleted
- Determine the periods for archiving and anonymization

Important:

Deleting the App-Connect is irreversible during archiving.
Configurations can be shared and activated for multiple studios.
Only one configuration can be active per studio at any time.

Activation for a Studio

Go to the overview of configurations
Right-click on the context menu of the desired configuration
Select “Manage Activation”
Activate the configuration for the desired studio

Management of Archived Members

Access archived members: Members Archived Members

In this overview, you can:

View all archived members
Search for specific members
Restore individual members if necessary (requires appropriate permission)

To reactivate a member, use the “Restore Member” option in the context menu of the respective entry.

Benefits for Data Protection and Efficiency

Automatic archiving and anonymization support you in:

Data Minimization: Inactive data is systematically removed from the active system
Implementation of the “Right to be Forgotten”: Personal data is automatically and permanently anonymized
Transparency: Clear processes for data retention and deletion
Data Security: Archived data is securely stored but not accessible in the active system
Efficiency: Reduced manual effort for GDPR-compliant data management
Flexibility: Ability to use different configurations for different studios

By using this feature, you demonstrate a proactive approach to data protection and minimize the risk of data breaches while increasing the efficiency of your data management.