How to delete the personal data on your Tapestry account.

[Lauren]

If you no longer have a lawful reason to store someone's personal data on Tapestry, for example if a child has left your setting or if a parent has withdrawn their consent for you to use their email address for Tapestry, you will need to delete their profile. In some cases you will find that you have a legal obligation to retain certain data e.g. accident records, in which case you can partially delete a child from your account, keeping only what is necessary. I'll go through the different options further down in this tutorial.

To delete a profile you will need to be logged into the browser version of Tapestry as a manager and go to the Control Panel (1). From there you'll need to find the data subject you need to delete from the tab on the left hand side which is most appropriate for them (2).

 

You should be able to find them in the list of names within that section, but if they aren't immediately obvious you might want to use the search box (1), the status buttons (2) and/or the page filters (3). 

 

 

Once you've found the user, you then need to click on the cog along the line from their name (1) and choose to deactivate them (2). Please make sure you have exported any data you or the data subject (or their parents, if they are a child) wish to keep before you do this though!

 

You'll then be taken to a page where you'll see you have three different options as to how to proceed:

1. Partial deletion - this will remove any personal data belonging to the child, except their name and DOB but certain data such as accident forms and register data will be kept. This is the best option to choose if you haven't saved this data elsewhere and may want to keep their invoicing data for future reporting. You will have 90 days in which you can restore all their data, after this time only the partially kept data will remain.
2. Full deletion - this means everything for this child will be deleted. They will remain in an awaiting deletion state on your account for 90 days, after which they be deleted from your account where they will remain in our backups for a further 90 days. At the end of the 180 days in total, they will be permanently deleted from Tapestry.
3. Keep all child data and make inactive - this option is designed for situations where a child temporarily leaves your school/setting but will return. Do not select this option if you no longer have a lawful reason to store their data on Tapestry.
    

 

 

You'll then be asked to review the change you are making (1) and confirm this action (2). 
 

 

 

After you've finished this process, children that are awaiting partial deletion will show up by filtering with the 'Inactive' filter at the top of the page (1) and children you selected to fully delete will show up by filtering with the 'Deleted' filter (2).

 

 

If you filter with the 'Inactive' option you will then see all inactive children on your account. Under their names you will see how long they have until their personal data is partially deleted (1). 

If you need to make changes to their account, click on the cog button at the end of the row of their name (2) and you can then either:

   3. Make them active again.
   4. Fully delete them.
   5. Cancel their partial deletion. 

 

 

If you filter with the 'Deleted' option, under each child's name you will see how long they have left until they are fully deleted (1).

If you need to make changes to their account, click on the cog button at the end of the row of their name (2) and you can then either:

   3. Make them active again.
   4. Make them inactive. 

 

 

Once a profile is awaiting full or partial deletion, you will not be able to add any observations for them and they will not count towards the number of children in your account if they are children, and if they are staff or relatives, they will not be able to login or receive any notifications. This is essentially as though you have restricted processing of their data. 

If however, you need to delete them immediately, without the 90 day period for in case you change your mind, please email us from an email address you use to sign in as a manager. Our contact address is customer.service@eyfs.info. 

 

 

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