Perform GDPR data cleansing when employees leave
To comply with the EU’s General Data Protection Regulation (GDPR), admins and security/compliance managers have to make sure there is no personal data in the system for people who are no longer part of the organization.
However, it is not always easy to remove this data and keep the content that was created by former employees and guest users. Their names can still be found in assignee and reporter fields on Jira tickets, for example.
The Data Protection & Security Toolkit has a user and content anonymization feature that will automatically remove all mentions of an inactive or disabled user’s name across your instance or in certain fields/areas. This allows you to maintain compliance with the GDPR whilst keeping any Confluence pages and Jira issues they may have created or worked on.
Perform GDPR data cleansing on public or archived content
The GDPR stipulates that personal data must not be stored for “any longer than necessary”. This means that when you archive a Jira project or Confluence space, you should remove the names of every employee who worked on it.
If you’re making a Confluence space public, e.g. when publishing product documentation, you may want to remove the names of the people who worked on the documentation. This may be for GDPR reasons or because you want to keep that information private and internal.
Out of the box, you would have to go through your entire project or space and remove every name manually—a huge and inefficient time commitment.
With the Data Protection & Security Toolkit, you can anonymize one or more Jira projects or Confluence spaces, which will automatically remove the names of employees mentioned anywhere in the content. This allows you to archive projects or make documentation public without worrying about it containing or publicizing your employees’ names.