Bulk Anonymise

🧼 Bulk Anonymise Contacts in Acquaint

The Bulk Anonymise feature allows you to anonymise Contact records that have had no activity in the last X days and no transactions in the last Y years. This helps maintain data hygiene and supports GDPR compliance.

⚙️ Configuration Settings

You can adjust the thresholds for inactivity and transaction history in:

System Configuration → Marketing Preferences

🔍 Eligibility Criteria

Bulk Anonymise will only process Contacts that meet the following conditions:

• Contact Type has Bulk Anonymise enabled or the Contact is expired

• Assigned to the currently logged-in site

• Not added recently (within the configured period)

Excluded Contact Types:

• Users

• Companies

• Block Management Companies

• Local Authorities

These types have the Bulk Anonymise option disabled by default.

🚨 Important Notes - Please Contact Support before bulk anonymising

• Irreversible: Once anonymised, data cannot be recovered

• Linked Contacts: Will not be anonymised if their Primary Contact is still active

• Manual Option: If a Contact fails Bulk Anonymisation, you may still anonymise them manually

• Security: Only users with the Bulk Anonymise permission can run the process (enabled by default for System Administrators)

• System Lock: Only one user can run Bulk Anonymise at a time

🏠 Home Page Reminder

A reminder will appear on the Home Page if Bulk Anonymise hasn’t been run in the last X days (configurable). This reminder is only visible to users with permission to run the process.

▶️ How to Run Bulk Anonymise

1. Go to File → Admin Tools → Bulk Anonymise Contacts Or click the Bulk Anonymise reminder on the Home Page

2. Click Check Contacts This scans for Contacts with no:

   • Appointments

   • Correspondence

   • Notes/Tasks

   • Property details sent

   • Property offers

   • Property sales

   • Transactions

   • Statements

   • Invoices

   (All based on the configured X and Y values)

3. Review the results list

   • Contacts eligible for anonymisation will be listed

   • Ineligible Contacts will show the reason why

4. Optionally click Browse Contacts to preview the list

5. Click Anonymise to proceed

   • An Event Log entry is created for each anonymised Contact

   • The screen will confirm which Contacts were successfully anonymised

6. You can click Cancel at any time to stop the process

   • Already anonymised Contacts cannot be restored