Personal information opt out program allows the entities (customer, creditor or contact) to give consent to have their personal information (PI) removed from IP1 system. Once the consent is given to opt out and the following conditions are met, the end of month routine will remove the PI unless the option to opt in has been taken.
- Request is at status ‘W’ (waiting for update)
- Retention period, if applicable has passed
- No outstanding transactions exist for the entity
- In the menu, expand Other Options > Cross Applications Support > Personal Information Management.
- For customer request, expand menu Customer and double-click Customer PI Opt Out. XAW320 Customer PI – Opt Out panel appears.
- For contact request, expand menu Contact and double-click Contact PI Opt Out. XAW321 Contact PI – Opt Out panel appears.
- For creditor request, expand menu Creditor and double-click Creditor PI Opt Out. XAW323A Creditor PI – Opt Out panel appears.
| Note |
Rightsmaster customers; when opting out for a creditor, please check Rightmaster first as the update will automatically remove PI from the Trading partner file. |
View the fields on the panel
| Field |
Description |
| Customer/Contact/Creditor |
Enter the customer, contact or the creditor code for the entity you wish to remove the PI for. |
| PI status |
This is a display only field. It allows tracking of each stage of the process. The following statuses are available.
| Status |
Description |
| I |
This status indicates that at some stage the request to opt out was reversed using the Opt in menu option. |
| P |
The request to opt out is pending for approval. Pending configuration is defined in ********/PI-PEND. |
| W |
Awaiting update by the EOM process.
- On initial request, if pending is not setup then the request will go to W.
- On approval from pending the request will go to W.
- if update failed, the request can go to W or re-pend if setup in ********/PI-PEND.
|
| R |
On rejection from pending review, the status will change to 'R'. |
| C |
After update is completed (personal information removed) the status will be 'C'. |
|
| Due date |
Due date determines when the PI removal update is to be carried out. It can be used to delay the removal of PI to a later date. |
| Reason |
A reason to remove PI can be entered, if required. The tracking history will display the reason. |
- Enter the above information, as required.
- Click OK to confirm. This will create the opt out record with the above details.
| Note |
If a billing number is being opted out, the system will check there are no active customers linked to the billing number before creating the opt out record. |
