In accordance with GDPR, it is essential to retain personal information only as long as necessary. These automations will help by anonymizing or deleting personal information. We have provided examples, but you should create your own data retention policy, which can then be implemented through these automations.
These automations ensure that crew data is only retained for a specified period after employment has ended.
Click on the Modules menu and select Crew.
Click Administration in the top blue ribbon and choose Triggers and Automations.
Click the three dots in the top-right corner and select New Automation.
Example 1: Delete crew information after 6 months
Enter a Title and set the action to occur 180 days after crew employment ends.
Click Add Action, then select Delete Personal Data.
A prompt will ask you to confirm by entering Yes, then click Submit.
Select the data you want to delete — for example, Medical Information, Next of Kin, and Financial Details.
Once done, click Submit.
You can also add another action to Anonymize Personal Data, which replaces details with asterisks.
For example:
A prompt will ask you to confirm by entering Yes, then click Submit.
Select the fields you want to anonymize, such as Passport and Visa.
Once done, click Submit.
Example 2: Delete crew documents after 12 months
Enter a Title and set the action to occur 180 days after crew employment ends.
Click Add Action and select Delete Crew Mandatory Documents.
A prompt will ask you to confirm by entering Yes, then click Submit.
Select the documents you want to delete and click Submit.
Next, add an action to Delete Archive and General Crew Documents.
Confirm with Yes, then click Submit.
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