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Restrict, export or erase one record's data

Use the data protection page on a record to restrict processing, answer a subject access request, erase it or recover removed work.

Checked against the screens:

Every organisation can choose its own words for the people and roles it works with. When you are signed in, this guide uses your organisation’s words. Otherwise it uses the product’s own.

For admins only. Every action here is written to the audit log. Restrict, erase and purge ask you to sign in again first.

Steps

  1. Open the record, press More actions and choose Data protection. Check the name and reference at the top.
  2. To freeze the record, write a reason of at least ten characters and press the button under Restrict processing. Lift restriction undoes it.
  3. For a subject access request, press Download JSON or Download ZIP bundle under Subject access export.
  4. To seal the record, go to Erase. Write a reason, press Erase (irreversible) and confirm in the box that asks.
  5. To bring back a removed session, find it in the removed list and press Restore.
  6. To destroy one for good, type PURGE next to it and press Purge.
  7. Check the page again. The state or the list should show your change.

If it goes wrong

  • You are asked to sign in again. Do so and repeat the step. Nothing was done before that.
  • A message in red says what was refused. Read it, correct the reason or the code, and try again.
  • If you cannot open the page, you do not have the admin role. Ask an admin to do it.

How it links together

Restricting a record makes it read-only everywhere, including the tablet app. An export gathers what every tab holds. Removed sessions come from the write-up guides.

What a restriction reachesA restriction freezes the record and everything linked to it.
  1. Open the pageAdmin only
  2. Choose an action
  3. Sign in again
  4. Audit log records it

Restrict processing

While a record is restricted, it and its linked sessions, plan, concerns, contacts, consents, assessments and reports become read-only. The block is made by the database, so it holds for the tablet app as well as the website.

Use it when a family asks us to stop using their data while a question is settled. The page shows Restricted or Not restricted so anyone can check the state.

Subject access export

This gives everything held about the young person, unredacted, because that is what a subject access request asks for. Choose JSON for a single file or the ZIP bundle for the files with it. Check who is receiving it before you send it.

Erase

Erase seals the record. It stops being used and does not appear again. It is not destroyed while it is still inside the retention period. If the page refuses, it says why in a sentence.

Removed sessions: restore or purge

Removed sessions from the last thirty days for this young person are listed. Restore returns one to the sessions tab and needs no fresh sign-in. Purge is permanent and asks you to type PURGE.

A removed session that belongs to someone else's record is refused with a sentence telling you to open the right record.

Wider data protection tools

The page links to the data protection hub for the organisation-wide queues and logs, and to the list of every removed session. This page is the shortcut for one record.

Questions people ask

Who can use the data protection page?

Only admins. Everyone else sees a message saying the admin role is needed.

What does restricting processing do?

It makes the record and its linked work read-only. Nothing can be added or changed until you lift the restriction.

Is erase the same as delete?

No. Erase seals the record so it is no longer used. It is kept until its retention period ends.

Why am I asked to sign in again?

Restrict, erase and purge are serious, so you must have signed in recently. Sign in and repeat the step.

Can I get back a session that was removed?

Yes, within thirty days. Press Restore beside it. After a purge it cannot come back.

Where is the reason kept?

In the audit log, with who did it and when. Write a clear reason of at least ten characters.