Given the importance of deleting the records you no longer wish to hold in your database, whilst keeping those you have a requirement or desire to retain, we have given you an example below of how you might wish to go through your database to create groups of data that can then be deleted in bulk.
- First, decide if you will set the Accounting Retention Period (Property Management customers only)
- Then, decide if you will set the Retain records for AML regulations flag
Once you have set these, you can create a number of contact groups to work through your database systematically:
- Create a group for all your archived contacts. Use the various filters available in the contact group to ensure that only the archived contacts you no longer wish to retain are included. Then use the Bulk Delete option to delete these records
- Create a group of contacts who have been introduced to a property (via a brochure or a viewing) in case the property they viewed is still on the market. (If you delete these applicants and you later find they went on to purchase the property elsewhere, you won’t have any evidence to show that you introduced them first)
You can do this by entering dates in the Date filters for Viewings and Received Marketing. Then, archive these records to retain for as long as you need
- Create a group of applicants by entering filters of Record Type - Active, Contact type - Applicant. Apply any of the filters available in the contact group to ensure that only applicants whom you no longer wish to retain are included. Use the Bulk Delete option to remove these records.
(By limiting this group to applicants, you will have omitted property owners who you might wish to retain for 6 years under the ombudsman scheme)
These steps are purely an example. As the controller of the data, you need to decide what is suitable for your business and should seek legal advice