Personal Data - GDPR

Handling personal data in Microsoft Dynamics 365 Business Central in the finance context.

How does Dynamics 365 Business Central help process personal data correctly?

Enabling audit trails

Audit trails enable traceability and the establishment of responsibilities.

The system contains a change log that allows you to track all direct changes a user makes to data in the database. In addition, the change log records changes to various system tables, allowing you to track changes to security subsystems such as users and permissions.

Automatic encryption

If your system is hosted in the Microsoft Cloud, all data is always protected against unauthorized access thanks to automatic encryption in Microsoft data centers.

Handling requests from data subjects

You are responsible for reviewing and responding to every data subject request immediately.

The system supports you in the following processes:

  • Searching for data
  • Exporting data
  • Deleting data

Correcting data

There are various ways to correct incomplete or incorrect data.

Mass editing with RapidStart To quickly process several records, you can export data to Excel with RapidStart in order to correct several records and then import the changed data back from Excel.

Single-record editing You can of course also change customer data stored in any field by manually editing the data element that contains the affected personal data.

Exporting data

You can export customer data with RapidStart to an Excel file. In Excel, you can then edit the customer data and save it in a common machine-readable format such as CSV or XML.

Classifying data sensitivity

If you work carefully from the start, you save yourself tedious work later. For this reason, you should classify data sensitivity. This means classifying fields once and specifying what type of data they contain.

Categories:

  • Sensitive
  • Personal
  • Confidential
  • Normal

You can find further information on the categories from Microsoft.

Deleting data

There are various ways to delete customer data. Deletion of individual data You can of course delete customer data stored in any field by manually removing the data element that contains the target customer data. This also includes, for example, documents that contain customer data (for example notes and posted sales and purchase invoices).

Deletion of an entire customer You can delete customer data directly by deleting a contact and then running the batch job “Delete interaction log entries with canceled interactions” in order to delete interactions for this contact.

Legal retention periods must be observed. You may delete purely personal data, but not data that is necessary for business operations (for example sales history).

Searching for data

You can sort, search, and filter customer data using conventional methods. You can find out more in our blog article “Sorting, searching, and filtering in Dynamics 365 Business Central”.

Assigning different rights for user roles

As part of managing your users, you can set up different permissions for different roles in your company in order to restrict access to personal data.