What: Is a feature that removes all personally identifiable information from an inactive user while preserving historical data for reporting and documentation purposes.
Why: This ensures compliance with data protection regulations by preventing personal data being stored longer than necessary, while still allowing schools to retain historical participation and activity data.
Note: Anonymization can not be undone.
How: Follow the steps below -
Step 1: Open anonymisation settings
Go to 'Settings' and click 'Users' in the menu. Select 'Anonymisation'.
Step 2: Define inactivity rules
In the anonymisation settings, define how many teaching periods a student profile must be inactive before it becomes eligible for anonymisation.
The anonymisation feature always respects the number of teaching periods defined here.
Step 3: Save the settings
Click 'Save' to apply the anonymisation rules.
Automatic anonymisation process
Automatic anonymisation runs once per year on November 1st.
- On October 1st, a list of student profiles that meet the anonymisation criteria is sent to all SuperUsers with the permission 'R_CAN_ANONYMIZE_USERS'.
- A reminder is sent after 2 weeks and again 1 week later.
- On November 1st, all eligible profiles are anonymised automatically.
Manual anonymisation of a single student
Open a student profile, click the 'three dots' menu, and select 'Anonymise User'.
If the general anonymisation criteria are met, the student is anonymised immediately.
Information
A student profile is eligible for anonymisation when all of the following general rules are met:
- No active courses
- No active waiting list entries
- Not currently hiring an instrument
- No active family associations
- No outstanding debt
- Inactive for the required number of teaching periods (as previously defined in settings)
Permissions
Only SuperUsers with the permission 'R_CAN_ANONYMIZE_USERS' receive the anonymisation list and can perform anonymisation actions.
Preventing anonymisation
Anonymisation can be prevented manually in two ways:
- In the anonymisation settings
- Directly on the student profile page
The Outcome
After anonymisation:
- All personal data is permanently removed from the student profile
- Historical activity and participation data are preserved for reporting
- The profile is no longer searchable using personal data
- SuperUsers can view anonymised historical entries, but not personal details
Things to be aware of
- Anonymisation cannot be undone
- If a student becomes active again, a new profile must be created
- Manual anonymisation only works if the general anonymisation rules are met
- Automatic anonymisation always follows the configured teaching‑period rules
- Anonymisation runs automatically once per year on November 1st