Admin Console > GDPR - Right to be forgotten

GDPR - Right to be forgotten

Kofax Insight supports the General Data Protection Regulation (GDPR) "Right to be forgotten" requirement that gives individuals, including former Insight users, the right to request removal of their personal data from the product. If such a request is received and approved, the Administrator can use the Admin Console to remove the applicable Insight user account. Then the Administrator must remove any references to the deleted user that may exist in role mapping, product databases, or email distribution lists.

Important This does NOT include any data that originates in a project's source database or source files. Insight cannot remove any data from the sources to which it is connected.

Remove the user and check role mapping

Use this procedure to remove a user account from Insight, and then verify that references to the user's data do not exist in field values mapped to roles.

  1. In Admin Console, select Documents Tree > Users.
    1. Select the name of the user to remove, right-click, and then click Delete.
    2. When prompted to confirm the deletion, click Yes.
  2. Select Documents Tree > Roles.
    1. Select a role, and then select the Fixed values mapping tab.
    2. Remove any references to the deleted user's login, user name, email address, or user ID.
    3. For each role listed on the Documents Tree, check the Fixed values mapping tab and remove any references to the deleted user's data.
    4. Click Save.

Remove personal data from databases

Use this procedure to ensure that all references to the deleted user are removed from the product databases.

  1. In the Administration database, delete all rows in the INSIGHTLOG table where User='<User name>'.
  2. In the Administration database, delete all rows in the LOGINLOGS table where LOGIN='<Login>'.
  3. In the Administration database, delete all rows in the NAMEDUSERS table where NAME='<Email>'.
  4. In the Meta database for any project for which the user had rights to edit documents, delete all rows from the AUDITDATA table where USERNAME='<User name>'.

Remove user from email delivery lists for reports and alerts

Use Insight Studio to remove the deleted user's email address from delivery lists for reports and alerts.

  1. Start Studio using an Administrator account.
  2. Select the project for which you want to remove user details.
  3. Select Documents Tree > Reports.
    1. Click a report name to open the Report editor.
    2. In the Report editor, in the Delivery group, remove the deleted user's email address from the email subscription lists.
    3. Click Save.
    4. Repeat the preceding steps for each report listed in the Documents Tree.
  4. Select Documents Tree > Views.
    1. Right-click and select New view, and assign a name to the view.
    2. On the toolbar, use the View tab to drag a new alert grid component onto the newly created view.
    3. Use the Actions toolbar to select Preview mode.
    4. On the list of existing alerts, check the Delivery settings for each alert, and remove all instances of the deleted user's email address.
    5. Save any revised alerts, and then exit the newly created view without saving it.