Client Data Deletion Automation (PII)

This project focuses on automating the data deletion process within TransferMate's systems to comply with legal and business data retention regulations. The system targets the removal of Personally Identifiable Information (PII) for records exceeding the 10-year retention period, ensuring adherence to global AML standards while streamlining the process to minimize manual effort and errors.

Project Overview

The initiative aims to transition from a manual, report-driven deletion process to an automated system. It includes:

• Identifying and deleting outdated data for three types of users and transactions.
• Incorporating user-initiated data deletion upon request, supported by a comprehensive approval workflow.
• Enhancing system functionality with a redesigned CRM interface and automated email notifications for sign-off and confirmations.

Challenges Addressed

• Manual Process Inefficiencies: Generating and reviewing reports manually led to delays and potential human error. Complex phased deletions required significant manual oversight.
• Compliance Risks: Current methods increased the risk of non-compliance with data retention and deletion mandates.
• Data Discrepancies: Delays between report generation and execution allowed for possible new transactions, leading to inaccuracies.

Proposed Solution

An automated solution utilizing a redesigned "GDPR Data Deletion" tab in the system allows authorized users to:

• Retrieve data for deletion by a certain criteria or based on the retention period.
• Generate deletion reports for sign-off before execution.
• Execute deletions in bulk or for individual records with clear logs of activities.

Key Features

• New "GDPR Data Deletion" Tab: Accessible via the System interface. Four categories for deletion. Previews data targeted for deletion to ensure accuracy.
• Approval Workflow: Automated generation of detailed reports for sign-off by designated stakeholders. Email notifications ensure transparency and proper authorization before deletion.
• Automated Deletion: Deletes personal data older than 10 years or upon user request. Tracks and logs deleted data for audit and confirmation purposes.
• User Management Features: Allows designated users to update the email list of stakeholders receiving deletion reports.
• Enhanced Usability: Streamlined data retrieval, confirmation, and deletion workflows. Clear error and success messages to guide users through the process.

Vision and Business Benefits

• Regulatory Compliance: Ensures adherence to global AML and GDPR regulations by automating data deletion based on defined retention periods. Minimizes the risk of non-compliance penalties.
• Operational Efficiency: Reduces the need for manual oversight and repetitive tasks. Frees up resources for more strategic activities.
• Data Security and Transparency: Protects sensitive information by securely managing the deletion process. Provides detailed logs for audit trails and stakeholder reassurance.

Implementation Scope

• CRM redesign and integration of GDPR Data Deletion tab.
• Automation of data retrieval, approval workflows, and deletion processes.

Functional Workflow

• Data Retrieval: Users select criteria to retrieve data slated for deletion. Data is previewed before proceeding to generate reports.
• Approval and Sign-Off: Reports are exported and shared with stakeholders for approval. Approval triggers the initiation of the deletion process.
• Data Deletion: Deletion begins upon confirmation, with detailed system logs tracking the process. Post-deletion reports are shared with stakeholders.
• Error Handling: Clear messages for invalid inputs or system issues. Notifications for successful completion or discrepancies.

Non-Functional Requirements

• Performance: Ensure the system can handle high data volumes efficiently.
• Scalability: Adapt to growing data volumes and additional data categories.
• Security: Secure all data and processes, adhering to strict compliance standards.
• Auditability: Maintain detailed logs for tracking and reporting.