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Export and Erase Personal Data and Information

When a user is created, some personal information will be associated to it. This data can consist of personal information, comments, and media, that exists about the user within the website.

If you need to export the users’ data, to either move it to another place or to create a backup, this is easily done using Avoori’s Export Personal Data dashboard menu. There is also an erase menu option, in case you want to permanently delete this data.

Export Personal Data

  1. Go to Tools-> Export Personal Data.
  2. The tool asks for validation of the personal data export request by sending a notification  to the user’s email to verify it. Specify the email and click on the Send Request button.
  3. The request will be shown below with a Pending status and the user will receive an email with the subject: “[site_name] Confirm Action: Extract Personal Data” with a clickable link.
  4. If the user clicks on the link, the status will change to Confirmed and, under the Next Steps column, a new Email data button will appear.
  5. If you select it, an email will be sent to the user with a link to download the data. This link is available for 48 hours.
  6. When the user clicks the link, a .zip folder with an index.html file will be extracted, containing all the relevant user personal information. The status will change to Completed and a button to Remove request will be available.

Download data

Data can be downloaded by moving the cursor over the requester’s email address in the table and clicking on Download Personal Data.

Filters

You can filter requests by selecting one of the available buttons: All, Pending, Confirmed, Failed, Completed.

Look up an email or part of it by introducing it in the search box.

Bulk Actions

There are two possible bulk actions, that you can perform by selecting one from the dropdown list and click on the Apply button:

  • Remove – delete the selected requests
  • Resend email – send an email to the selected requesters

You can either click on specific checkboxes to apply the bulk action or select the box in the header to apply to all.

Erase Personal Data

This tool erases user data permanently. You have the option to check what data will be erased by exporting it first. The tool, however, does not remove deleted data from backups or archive files.

  1. On the menu select Tools-> Erase Personal Data.
  2. The tool asks for validation of the personal data erase request by sending a notification is sent to the user’s email to verify it. Specify the username or email and click on the Send Request button.
  3. The request will be shown below with a Pending status and the user will receive an email with the subject: “[site_name] Confirm Action: Erase Personal Data” with a clickable link.
  4. If the user clicks on the link, the status will change to Confirmed and, under the Next Steps column, a new Erase Personal Data button will appear.
  5. If you select it, the data will be erased. The status will change to Completed and a button to Remove request will be available.

Force Erasing Data

It’s possible to force erasing the information, by hovering over the requester’s email in the table and clicking on Force Erase Personal Data. The status will change to Completed and a button to Remove request will be available.

You can force erase data even with the user request in Pending status.

Filters

You can filter requests by selecting one of the available buttons: All, Pending, Confirmed, Failed, Completed.

To filter by email or part of it, you can use the search box.

Bulk Actions

There are two possible bulk actions, that you can perform by selecting one from the dropdown list and click on the Apply button:

  • Remove – delete the selected requests
  • Resend email – send an email to the selected requesters

You can either click on specific checkboxes to apply the bulk action or select the box in the header to apply to all.

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