GDPR compliance and anonymity

To ensure we adhere to GDPR compliance we have provided the following features which can be broken down into two key areas:

1. We can provide our clients with a report which highlights the content in which the user is mentioned. Each piece of content can then be accessed individually and any changes should be made.  
2. Anonymise the user account. This feature is implemented in the system admin interface. Please click here to find out more. 

The two key areas are covered using the following process. The process should be followed in this sequence: 

• Run the Collaborate advanced search with the user name, email or any other details that can identify the user. There is an option to enable search across all versions of the content and this can be enabled in the global advanced search interface. Five hundred results are displayed in one go. Our clients can then export these results to excel and then update the content where the user is mentioned. The search will need to run multiple times to find all content linked to the user. 

If the occurrence is in an older version of the content then the whole content will need to be removed.

• Certain content such as iSheets, QA, drafts of content and global content are not indexed in the Collaborate advanced search. For these scenarios, our HighQ Support team will run a database query which will generate a report listing where a user is mentioned and this can be provided to our clients. Please email highq-support@thomsonreuters.com 

• To anonymise the user account, System Admin will first need to proxy login as the user to be anonymised.  User content can then be removed or addressed by our clients. Images; including shared images that are used in microblogs can also be reviewed and removed. Once all content has been checked, the user can then be archived and anonymised. 

A System Admin cannot proxy log in as an archived user. 

• Apply the anonymisation action for the archived user. This has been implemented in the Collaborate system admin interface.

• Once the archiving and anonymisation has taken place, the username will be changed to anonymiseduserxxx@anonymous.highq.com where xxx is a unique number for the user and anonymous.highq.com is a reserved internal domain. All of the profile details for the user will also be removed. 

• When the user is anonymised, profile actions like Send a message and Follow will be removed from the user profile. Also, no actions can be taken for the user from the system admin interface.