How do I anonymise or delete applicant data in agentOS?

agentOS provides a GDPR Data Clean tool to help you manage and remove old applicant data in line with your data protection obligations. This is particularly useful for cleaning up records for applicants who have not progressed or where the data retention period has expired.

Important: Once data has been anonymised, it cannot be retrieved — not even by agentOS staff. Please ensure you are certain before proceeding.

Accessing the GDPR Data Clean tool

Go to Office > GDPR Data Clean.

Anonymising individual applicants

1. On the GDPR Data Clean screen, use the Records Created Before date filter to display only records created before a specific date. This ensures you only see older records eligible for anonymisation.
2. Tick the checkboxes next to each applicant you wish to anonymise.
3. Click GDPR Anonymise/Delete at the bottom of the screen.
4. A confirmation pop-up will appear. Toggle the confirmation switch to Yes and click Confirm GDPR Anonymise/Delete.

Anonymising in bulk

If you need to anonymise a large volume of records at once, use the Bulk Anonymise/Delete button in the top-right corner of the screen.

1. Click Bulk Anonymise/Delete.
2. A confirmation pop-up will appear. Set your criteria — including branch, the type of record to clean (e.g., Letting Applicants), and the Records Created Before date.
3. Toggle the confirmation switch to Yes and click Bulk Anonymise/Delete.

This will anonymise all records matching your criteria in one action.