Bulk deletion: What deleted records look like, and how to rollback

Once you've run the bulk delete process, there's a 7-day rollback window from the date/time the record was deleted. Depending on how much time has elapsed will determine whether records still display and what information remains visible.

Viewing bulk deleted records

To view the deleted records during the 7-day rollback window:

1. Click Tools on the main navigation bar
2. In the dropdown menu, click Templates and admin
3. On the side menu, under System Tools, click System Administration
4. Click Personal Data Deletion
5. A list of records display which were included in any bulk deletion actions within the previous 7-day window
   (You can also Search for contacts by entering their Surname, User, or their Date Marked (for deletion))
   
   From here, you can see:

• The Contact name
• The contact Address
• The date/time the record was deleted (Deletion Date & User)
• The user who performed the Bulk Delete action (Deletion Date & User)
• The Restorable Until date/time - The date/time up until when the record can be restored. You can sort the data using the Contact name or the Restorable Until column

Marked for deletion - within 7 day window

Due to the potential for a rollback, if the contact is accessible from your Recent & Favourites, you'll notice the contact record will still show the name and address (if one was entered) of the person who has been marked for deletion.

• You will not be able to see any information about the person, other than their name and address (if one was entered)
• All tabs have been removed, and action buttons are disabled so that you cannot contact them
• If you search for this person, they will not appear in any search results
• If the person had made an offer on a property or had attended a viewing for example, you will still be able to see their name and address

Final deletion - post 7 day window

When the 7 day rollback window has elapsed, if the contact is accessible from your Recent & Favourites, you'll notice all the data will be permanently deleted and the person will not be identifiable.

• You will not be able to see any information about the person
• You will not be able to use any of the action menus or buttons
• If you search for this person, they will not appear in any search results
• If the person had made an offer on a property or had attended a viewing for example, you could still locate the record via the respective property, but the details would be anonymised to prevent the person involved being identified

Restoring bulk deleted records

To restore any of your deleted records:

1. Click Tools on the main navigation bar
2. In the dropdown menu, click Templates and admin
3. On the side menu, under System Tools, click System Administration
4. Click Personal Data Deletion
5. Select individual records via the tickbox at the start of the row
   1. Alternatively, use the tickbox in the header to select all
6. Click Restore Personal Information
7. A confirmation message appears stating, Are you sure you would like to restore x records?
   1. Click Yes to restore the records. Any records that have been ticked will be restored to their original state immediately. The records will also be removed from the screen because they are no longer marked for deletion
   2. Click No to exit the function. No records will be restored

If you wish to restore any records, you must do this before the date/time shown within Restorable Until. Once the date/time has been reached, you will not be able to restore them.

Non restorable records are easily identifiable because there is no tickbox selection, as shown below:

Whilst this record is non restorable, you'll notice it’s not yet been cleared from the screen. 

On your system, this clear down will occur at some point during the day and will be performed automatically by a background service which runs throughout the day, clearing records that meet the final deletion rule. You don't need to take any action for this final deletion to occur.

• Related Help Centre articles that you may find useful.

  Individual data deletion

  Personal Information Requests