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== PII fields ==
So at this stage, you recognise that you have some requirements upon you that you need to comply with. You understand the types and period of data that must be kept and that which must be removed. Generally information will now be clear to identify as PII and not-PII information.
The only final exception to data retention is if the customer explicitly wants you to retain information about them. This consent is not implied and must be explicitly stated. A customer cannot opt out of your retention of their data, they must explicitly opt in. This law varies by country, but in most modern European countries the law requires explicit opt in from the customer. You must also in your communications give the customer easy ability to have their data removed without hesitation.
== Approach ==
There is one approach which is to set up rules to wipe out the entire data record, but that can lose you valuable marketing information. For example, how does the demographic information of this months sales compare to last month. Now as you're only allow to keep potential customer details on file for a year, this means with a delete all approach, you'll lose that information.
Instead what is far more advisable is to set up a series of rules to remove the PII information but leave the rest of the data intact.
There are two primary ways of doing this set the PII informatin to deliberately obscure data. e.g. Firstname = zzz, Surname = zzz, etc.
Alternately you can set the data to blank. If you set the data to blank and you do a cleaning exercise later on, you might accidentally delete these records, believing them to be blank.
So we now have enough information to build our approach.
We want to set a specific set of fields (PII fields) to contain abstract data (zzz for example), where the last interaction date, of a non-customer (prospect or passive customer) with no contact in the last 12 months.
== The Database Query ==
If today is the 1st of January 2016, this is done by doing the following in the CDA which contains your data.
Update CDA_X set strCDA_X_field_Y_Z = 'zzz' Where strCDA_X_LastDateTime <= '2015-01-01 00:00:00'
Now to remember to do this every day would be a pain. Instead we can build a MetaData program that performs this query and will dynamically adjust the date to 12 months ago. [[MetaData_-_Start_Here]]
That MetaData program can then be kicked off by manually running the program. Alternately you can contact bxp support and we can cause it to run on a scheduled basis for you.
== Backups ==
Before running any data deletion process, it's always pragmatic to make a backup and that way if any accidental data changing does happen the process can be easily reversed. bxp is backed up every 24 hours automatically for you [[Bxp_Backups]]. That said, the bxp support team can make mid-process backups before you execute any metadata program or data cleaning exercise. Just contact us through support. [[Understanding_bxp_Support]]
= Next Steps =
Now that you have a plan it becomes easy to set up the processes within bxp.
[[Category:Module Specific:MetaData]]
[[Category:Topic:Security]]
