Personal data is at the core of all digital interactions, and protecting it's crucial for maintaining trust, privacy, and regulatory compliance. In today's data-driven environment, ensuring the security of personal data isn't only a best practice but also a legal requirement under regulations like the GDPR. Securing personal data helps prevent unauthorized access, data breaches, and misuse, all of which can have serious consequences for both individuals and organizations.

To further enhance data protection while retaining its analytical value, the eWizard platform employs personal data pseudonymization of inactive eWizard users. This process encrypts personal data of the deleted users so that it can't be directly linked to an individual unless combined with additional information, which is securely stored and managed separately. By adopting pseudonymization, we strike a balance between safeguarding personal data and allowing for meaningful data processing, ensuring that our practices meet the highest standards of privacy and compliance.

Deleted users

In eWizard, inactive users aren't permanently removed from the system. Instead, they are marked as "deleted" to help preserve historical data, while complying with the privacy and regulatory requirements. Deleted users are fully identifiable for administrative purposes, but their personal data may undergo pseudonymization to further comply with data protection standards.

To view the list of deleted eWizard users:

Go to the USER MANAGEMENT → Users in the navigation sidebar.
Open the DELETED USERS tab.

The DELETED USERS section is available for the business admins with an advanced permission set only.

On the DELETED USERS tab, you can view all user metadata collected by eWizard, including the encryption status of user data:

false—the deleted user remains identifiable.
true—pseudonymization has been applied to the deleted user.

To find the required deleted user record faster:

Use the search box in the upper-right corner.
Click the required column header to sort user records in ascending or descending order.

Pseudonymization

The deleted user records can still hold valuable information for analysis and auditing, but keeping personal data after user deletion from the system can raise privacy concerns. To address this, the eWizard platform offers pseudonymization—the process that replaces personal identifiers with encrypted data, making it unlinkable to any specific individual without additional information. Pseudonymization also allows us to retain valuable data for operational purposes without risking privacy violations or breaching data protection regulations.

To pseudonymize a deleted eWizard user:

Find the required user record in the list.
Click the button.
In the popup that appears, confirm your decision to start the process.

The pseudonymization process runs in the background and is time-consuming.

Once complete, the user's personal identifiers—first name, last name, and email address—are replaced with encrypted data, ensuring the record is unlinkable to the original individual without additional information. As a result, in eWizard services where this user is referenced, their personal data is displayed in an encrypted format.

Reidentification

Reidentification is the controlled process of reversing pseudonymization to restore the original personal data identifiers when necessary. This process uses additional securely stored linking information—such as decryption keys or mapping data—that was separated from the pseudonymized data to recover original details like first name, last name, and email address.

Access to decrypt and restore user identity is highly restricted. Only a select few authorized members of the eWizard Support team have this capability, ensuring maximum security and privacy protection. This access is carefully controlled and monitored.

To restore the identity of deleted eWizard user:

Find the required encrypted user record in the list.
Click the button.
In the popup that appears, confirm your decision to start the user identity restoration process.

Once complete, the original user data—first name, last name, and email address—is restored, making the record re-linkable to the specific individual as required.

By following these steps, the reidentification process ensures that original personal data is restored only when necessary and in a secure, controlled manner.