Member data and privacy

This page explains how OpenAleph handles member data over the life of an account: what deactivation does, how to restore someone, how changes are traced and how to handle data protection (GDPR) requests.

Deactivation, not deletion

Members cannot be deleted from OpenAleph by company admins. When someone leaves, you deactivate them. Their account is closed but their history (interviews, trainings, goals, reviews) is kept, so campaign results and reports stay complete.

Deactivate members

1. Go to People › Members and tick the members who are leaving.
2. Click Deactivate selected members.
3. In Deactivate members, check the Selected members list. "Selected members will no longer have access to OpenAleph. Their informations won't be deleted: you can reactivate them later."
4. Optionally, use Add departure date to record the Departure date.
5. Click Deactivate.

What happens:

• the member can no longer sign in and all their open sessions end immediately;
• the departure date is set to today if you didn't give one;
• they are removed from interview campaigns that are still being prepared;
• their direct reports no longer have a manager: assign them a new one (OpenAleph remembers the former link);
• they disappear from member lists, participant pickers and scoped admin populations;
• their data is kept, and their email stays reserved for this account.

View and restore deactivated members

1. On People › Members, open the more-options menu and choose View deactivated members.
2. The Deactivated members window lists them with the Deactivated on date and the Departure date.
3. Click the Restore member icon on a row. "User has been reactivated successfully."

Restoring a member makes them active again, clears their departure date, reconnects them to their former manager (if that manager is still active and can manage) and gives them back their former direct reports who haven't been assigned to someone else.

Change history

Every change to a member's profile is traced. On a member's profile, click the History icon (visible to people who can edit that profile). The table shows Field, Change, Changed by, Source and Date, where the source is Manual, Automatic sync or Import. See Profile history.

Status changes of interviews and feedback answers can also be followed from the history panel of the answer.

Who can see personal data

• Members see their own profile; managers see their team with a limited set of fields; scoped admins see their perimeter; admins see everyone. See Access levels.
• Profile fields are visible according to these rules; there is no per-field privacy setting. Avoid creating custom fields for sensitive data you don't need.
• Exports contain personal data and must be handled accordingly (Exports and reports).
• Your company's privacy policy page is available to all members in the app.

Data protection requests (GDPR)

Your company is the data controller for its members' data in OpenAleph. For requests from employees:

Common questions

Can I delete a member created by mistake?

Not from the app. Deactivate them. If the email must be reused for another account, contact OpenAleph support.

A deactivated member still appears in an old campaign's results.

That is expected: their past answers are kept so results stay complete.

I restored a member but their team wasn't restored.

Only reports who haven't been assigned to another manager in the meantime are given back. Reassign the others manually.

Why is "Deactivate selected members" missing?

Either you are not an admin, or your members are synchronised from your HRIS.