We've always stopped you deleting records that have financial information attached to them for two reasons 1) you could be left with incomplete financial records/reports and 2) there are legal requirements around keeping certain financial records.
Of course, as data gets older there does come a time when it's necessary to delete it and we also recognise that financial records are often kept on other systems and so don't need to be kept on the Hubb platform.
So, we've given you full control over when and how to delete this data. This includes being able to 'anonymise' financial records so that you can keep the financial data but remove the personal data associated with it.
Deleting user records
Up until now, to remove someone from your site you had to take away all their group memberships - but couldn't fully remove them if they still had financial data.
Now, you have a new task on the user record which will help you to quickly delete a user. If the person doesn't have any financial transactions associated with them, the task will simply say 'Delete this record'. For those with financial transactions you need to make a choice about what to do with their financial records and the task will say 'Delete or anonymise this record'. If the person has uncancelled payment group registrations, you will be prompted to cancel them before proceeding.
In the simple case where there are no associated financial records you go ahead and delete
the user record, which will permanently remove the person from your site.
For a record with associated financial data, you have 3 choices:
Deleting (or anonymising) payment group registrations
Delete all data. This will delete the user record and any payment group registrations and shop orders from your site
Keep financial transactions but delete all personal and other data. This enables you to keep your numbers right - you'll still have a correct record of income, but the user record is deleted. To facilitate this, we attach an 'anonymised' user record to all the financial transactions - you can either let us create that for you or you can pick from previously anonymised users.
Keep financial transactions and basic personal details but delete all other data. Someone might have moved away or left your organisation and so you want to end their involvement, but you need to keep their financial records to fulfil your legal obligations. This leaves the basic user record, including contact information, intact, but removes group memberships, custom fields and other involvement.
You now have new tasks on cancelled and expired payment group registrations. You can delete
the registration which will fully remove it from your site - including all associated financial transactions. If the booker or any of the delegates have no other reason to be on the site (they don't have other registrations, group memberships, shop orders or staff roles) the user record(s) will be removed too.
If you want to keep the financial transactions but remove personal details (perhaps you want a record of the donation so that your numbers for the year add up, but you have been asked to remove personal details of the donor e.g. because they have left your organisation) then you can anonymise
the registration. This process involves detaching the registration from the original user record(s) and attaching it to a new, anonymised user record. There are two options to do this: 1) (quickest) you can accept our suggestion of creating a new user with the name 'Anonymous User' with the current date or 2) you can select from previously created anonymous users (or create your own). Just as when you delete a payment group registration, if the booker or any of the delegates have no other reason to be on the site (they don't have other registrations, group memberships, shop orders or staff roles) the user record(s) will be permanently deleted.
Deleting (or anonymising) shop orders
For shop orders, you have an identical pair of options - you can fully delete
or just anonymise
the order. If your shop creates 'shop user' accounts (rather than full login accounts) for new customers then you will also get the option of whether to do the same thing for all orders which share the same email address.
A payment group registration can only be deleted or anonymised if it is either Cancelled or Expired. This is important to ensure that the registration is in a final state - i.e. no more payments can be taken.
You can't delete or anonymise a user record which has active payment group registrations - you must cancel the registrations first.