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Addressing data privacy requests

The Track-It! product provides capabilities that help administrators address the personal data protection and privacy requirements associated with the General Data Protection Regulation (GDPR). The GDPR is a set of rules and principles governing the handling of personal data of individuals located in the European Union (EU). There are many requirements pertaining to personally identifiable information (personal data) data with GDPR, but those that most directly affect data within Track-It! would be the ability to locate personally identifiable information, delete personally identifiable information, and anonymize personally identifiable information.

Warning

Note

This BMC document provides general information about the General Data Protection Regulation (GDPR) and GDPR key requirements. It is not intended to provide any legal advice. The GDPR can be found at https://ec.europa.eu/info/law/law-topic/data-protection_en. Under this new Regulation, any organization handling personal data of European Union residents, regardless of its location, needs to understand which GDPR requirements apply to its organization and accordingly devise a plan for adjusting its systems and processes and for educating its people. Although BMC is not in the business of data privacy compliance software, some of the features of the Track-It! product can help customers meet some requirements of the GDPR. For more information about how BMC solutions can help achieve the requirements of GDPR, see https://www.bmc.com/it-solutions/gdpr-compliance.html.

The GDPR is a set of rules and principles governing the handling of personal data of individuals located in the European Union (EU). Although many requirements pertain to personal data and GDPR, those that most directly affect data within Track-It! are the ability to locate, delete, or anonymize personal data. The following section provides information about deleting the personally identifiable information of Track-It! users.

To delete personal data for vendors

How

Details

From Track-It! application

  1. Navigate to Tools > Administration Console (F9) > Lookup Tables > Administration > Vendors.
  2. On the Vendor's grid, select the vendor you want to delete.
  3. Click Delete.
  4. In the confirmation page, click Yes.

From database

You can run the following query on the SQL database to delete the vendors:

DELETE FROM [dbo].[VENDOR] WHERE COMPANY = '<VENDOR NAME>'
UPDATE [dbo].[PRODUCT] SET [VENDOR] = NULL WHERE VENDOR = '<VENDOR NAME>'
UPDATE [dbo].[PRODUCT] SET [MAINTENANC] = NULL WHERE MAINTENANC = '<VENDOR NAME>'
UPDATE [dbo].[ITEM] SET [VENDOR] = NULL WHERE VENDOR = '<VENDOR NAME>'
UPDATE [dbo].[ITEM] SET [MAINTENANC] = NULL WHERE MAINTENANC = '<VENDOR NAME>'
UPDATE [dbo].[ITEM] SET [LEASOR] = NULL WHERE LEASOR = '<VENDOR NAME>'

To delete personal data for technicians

How

Details

From Track-It! application

  1. Navigate to Tools > Administration Console (F9) > Lookup Tables > Administration > Technicians.
  2. On the Technician's grid, select the vendor you want to delete.
  3. Click Delete.
  4. In the confirmation page, click Yes.

From database

You can run the following query on the SQL database to delete the technicians:

DELETE FROM [dbo].[STAF] WHERE NAME = '<STAFF NAME>'
UPDATE [dbo].[COURCE] SET [INSTRUCTOR] = NULL WHERE INSTRUCTOR = '<STAFF NAME>'
UPDATE [dbo].[TASKS] SET [TASK] = NULL WHERE TASK = '<STAFF NAME>'
UPDATE [dbo].[TASKS] SET [RESPONS] = NULL WHERE RESPONS = '<STAFF NAME>'
UPDATE [dbo].[TASKS] SET [OPENBY] = NULL WHERE OPENBY = '<STAFF NAME>'
UPDATE [dbo].[TASKS] SET [MODIBY] = NULL WHERE MODIBY = '<STAFF NAME>'
UPDATE [dbo].[TASKS] SET [RESPONDEDBY] = NULL WHERE RESPONDEDBY = '<STAFF NAME>'

To delete personal data for users

How

Details

From Track-It! application

  1. Navigate to Tools > Administration Console (F9) > Lookup Tables > Administration > Users.
  2. On the User's grid, select the user you want to delete.
  3. Click Delete.
  4. In the confirmation page, click Yes.

From database

  1. To retrieve the IDs of the users, run the following query:
    select USERID FROM [dbo].TIUSER where LOGIN = ‘<userName of the user to be deleted>’

  2. To delete the user's data, run the following query:
    update dbo.TASKS set REQUEST=null, PHONE=null where USERID= (DELETEDUSERID)

    update [dbo].[Decision] set [ReviewerFULLNAME]=null where userid = (DELETEDUSERID)
    update dbo.[LIBRARY] set USERNAME=null, PHONE=null, PHONE_EXT=null where USERID=(DELETEDUSERID)
    UPDATE [dbo].[LIBHIST] SET PHONE=NULL, PHONE_EXT=NULL, USERNAME=NULL WHERE USERID=(DELETEDUSERID)

 

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Track-It! 11.4