The text below is our standard text for the mail to employees with the link to their clean-up report
Subject line: GDPR cleanup report
"
Dear colleague
The automated cleanup screening tool has found data (email and files) with personal data older than 3 months.
According to our GDPR policy, you are required to review your cleanup report, which will be issued every 3 months. You have to go through the data in the report and delete the files that are non-compliant.
The clean-up report shows sensitive personal data older than 3 months. This data will be deleted after 3 months in the report unless you use one of the exceptions below:
- "Private" – Mark data as “Private” if it's a private matter. Data marked as "Private" will remain at the top of the report under the "PRIVATE" tab until the marking is removed.
- "Dispensation" – mark data with "Dispensation" if data relates to an ongoing matter. Data marked as "Dispensation" will remain in the report under the "DISPENSATION" tab until the marking is removed.
- "Misclassified" Mark data with "Misclassified" if you believe that the data in question does not contain GDPR related data. Data marked "Misclassified" will be excluded from the report.
All data marked with the "trash can" will be permanently deleted every day. It can be viewed under the "DELETED" tab at the top of the report until then.
Link to clean-up report
Best regards
Management, IT & HR
Tutorial videos:
Click here to watch an instructional video about the cleanup report. Choose the video that covers automatic deletion.
Click here to read about GDPR Data classification.
Click here to read about how data can be restored after deletion.
"