Removing personally identifiable information (PII)

Personally identifiable information (PII) is any information that can potentially identify an individual. For security purposes or regulatory compliance, some organizations remove PII from users when required.

Keelvar offers two methods of removing PII: one method for users in your organization, and another for bidders. In each case, the user's name and email address are removed from the system.

If you are an Organization Owner, you can remove PII associated with a user from your organization on the Organization users page in your Account settings.


Figure 1. Organization users page

Deactivate and anonymize

To remove a user's PII, complete the following steps.

  1. On the Keelvar app, in the top-right corner of the page, click your account.
  2. Click Account settings.
  3. In the Your Organization section, click Users.
  4. In the row of the user you want to remove PII for, click the Actions icon
  5. Click Deactivate and anonymize user.
  6. Type the user email into the confirmation modal, and click Deactivate and anonymize 

The anonymized and deactivated user is no longer listed under active users. The relevant personal data to be removed are the user's name and email address. This step is permanent and the user will be moved to the inactive users' list. 

If the user was on an approver or purchaser team, their name will now reflect as Anonymized user.

Deactivate

  1. On the Keelvar app, in the top-right corner of the page, click your account.
  2. Click Account settings.
  3. In the Your Organization section, click Users.
  4. In the row of the user you want to remove PII for, click the Actions icon
  5. Click Deactivate user
  6. Confirm that you would like to deactivate the user by selecting Yes, deactivate user on the confirmation modal

If you want to view the list of deactivated users, at the top of the page, click Showing active users, and then click Show inactive users.

To return a deactivated user to active status, or to anonymize a user:

  1. Click on the action button
  2. Select Activate or Anonymize user data
  3. A confirmation modal will appear to confirm this step.

Removing PII for a bidder

You can remove the PII associated with bidders on the Bidders submenu of the Invite menu. This is a bulk action that removes PII from all bidder contacts at once.

Figure 4. Removing bidder PII
  1. Go to Invite > Bidders.
  2. Above the table, click the Actions icon.
  3. Click Reset all contact information.
  4. Click Reset all contacts.

Each bidder's name and email address is removed.