Storage of User-Related Data
Before a system such as IQ4docs is used, it is often of interest to a company's works council, for example, what personal data are stored in IQ4docs and what happens after these data are erased.
User Data Set
When a user is added - manually or through a user import - you can control what data you want to capture for a user from the start. The omission of some data may result in the omission of some functions in IQ4docs (e.g. without an e-mail address it is not possible to send an e-mail to the user). You can see which data are stored for a user in the user's detail dialog, see Create User.
After deleting the user, these data are completely removed from IQ4docs.
Transactions - Accounting data
When a user performs transactions, they are stored in IQ4docs so reports can be created later. The corresponding destinations are as follows:
- Username
- Login
- Department
- Cost center
These data are not deleted when a user is deleted because otherwise reports would be falsified.
If you do not want personal data to be collected in the transaction data, the Use User Accounts license option can be set to No. This setting prohibits the storage of data in the transactions that would allow an unambiguous identification of the user (accounting to departments or cost centers is still possible), see Licensing.
A subsequent change of the license option has no influence on already stored data, i.e. no identification of users is possible retroactively either.