GDPR Guidance

This document aims to provide you with information about how to process a Subject Access Request (SAR) or Data deletion request in Arbor Finance.

Subject Access Request (SAR)

If you receive a SAR request from an individual for Arbor Finance then below is a summary of information to assist you in responding to it.

Where is my data used?

Personal data in Arbor Finance is likely to be stored in two places:-

1. Log-on details in RM Unify
2. Supplier data (this includes payment details of personal expenses)

The Logon details for RM Unify can be accessed via the Management Console in RM Unify.

Details of the Suppliers can be printed via the Income Sources and Suppliers reports in the Reporting > Records.

Viewing data held against a person and supplier

To see the data held against a person use the Audit log on the System menu.

To see payments to a supplier who is a member of staff go to the Supplier Record

Below the supplier record is a report of all transactions for that supplier.

Data deletion request

As the data are financial, you will need to refer to your retention policy before considering if you wish to delete any records. 

Deleting User data

Deleting user data is done in two parts - both in RM Unify and in Arbor Finance Online. You need to consider carefully if you want to delete the user in just Arbor Finance or both Arbor Finance and RM Unify. If you just want to delete the user in Arbor Finance go to step 4.

1. Remove the user in the RM Unify Management console which will then delete the user data in RM Unify.
2. From the RM Unify Management Console Dashboard, choose the role from the User Summary which contains the user to be deleted. (Likely to be teaching staff or non-teaching staff)
3. A list of users will be displayed. Select the required user, and from the Actions menu, select Delete User.
4. In Arbor Finance Online go to the Users tab in the System set-up area and find the person.
5. Click on the person to highlight them, then click Edit and mark them as Inactive.
6. Save the record

Deleting Supplier Data

For the supplier data go to the Supplier Record in the Records menu. Search for your supplier and remove any personal data by replacing it with non-personal data (obfuscate it).

1. Clear the following fields down:
   • Address
   • Postcode
   • Vat no.
   • Contact
   • Phone
   • Fax
   • Email
2. Clear the Email field or set it to a readable alternative.
3. If BACS is ticked as a payment method
   • Clear the Bank account name and Account no, Sort code values.
   • Untick the BACS payment option.

•  

The record can only be deleted where there are no transactions associated with it in the last 12 months (ie 2 2-year ends have been run and the record has not been used.)
Delete the record to remove it from the supplier list, otherwise mark it as inactive.

The above changes will only mark the record as deleted in the database. We will remove the data permanently as part of our regular clean-up routines.

Please Note:

Once the data is deleted, it will not be recoverable.

Data retention policy

When your contract finishes we will keep your data for 60 days before deleting it. We will contact you via email to let you know this is happening.

Please Note:

Once the data is deleted, it will not be recoverable.