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There may be times when participants in performance activities want to remove their responses. It is also important to allow users to remove any information that could be used to identify them. As a Site Administrator you can configure export and purge types on your site to allow users to see and remove the data contained in their performance activities.

Exporting user data

Data privacy legislation such as GDPR gives users the right to know which personal information is kept on the site. Performance activity participants can request that all data relating to their performance activities is exported, allowing them to review the full extent of the data held on the site.

You can create an export type to allow users to export some or all of their data relating to the performance activities they have completed, as well as responses about them from other users.

To configure an export type to show the users their performance activity data follow these steps:

  1. Go to Quick-access menu > Users > User data management > Export types.
  2. Click Add export type.
  3. Enter a Full name and unique ID number for the export type.
  4. Configure the optional settings.
  5. Tick the checkboxes for the data types relating to performance activity data.
  6. Click Add to complete the process.

If you want users to be able to export their own date you need to enable the User exporting own data setting when creating the export type. Additionally, you need to go to Quick-access menu > Users > User data management > Settings and enable Allow users to export their own data.

Removing user data

Users can also request that their performance activity responses (both their own and those about them) are deleted from the site. You can do this by configuring a purge type to remove data relating to performance activities.

  1. Go to Quick-access menu > Users > User data management > Purge types.
  2. Click Add purge type.
  3. Enter a Full name and unique ID number for the purge type.
  4. Configure the optional settings.
  5. Tick the checkboxes for the data types relating to performance activity data.
  6. Click Add to complete the process.

Users should be able to remove any responses they have written, or those that have been written about them, as well as any personal information such as their name, email address, position, or other information that could be used to identify them. Depending on how you configure the purge type, you can choose to remove personal information from the following:

  • The user's responses in their own subject instance
  • Their responses in other users' participant instances
  • The activity's general details (if the activity is about the user)
  • Any subject-, participant- or question-level reporting

The user's participation history will also be removed from the subject instance and participant instance reports.


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