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To anonymize their account, users pick the new username (a random anonymized username is offered by default) and click "Anonymize my account". After confirmation, the process of anonymization starts, and the user receives a notification upon completion.{{Messagebox|boxtype=important|Note text=Changes made in the Privacy center, for example anonymization, can take up to 24 hours to be effective (until the cache expires).}} | To anonymize their account, users pick the new username (a random anonymized username is offered by default) and click "Anonymize my account". After confirmation, the process of anonymization starts, and the user receives a notification upon completion.{{Messagebox|boxtype=important|Note text=Changes made in the Privacy center, for example anonymization, can take up to 24 hours to be effective (until the cache expires).}} | ||
===Delete your account=== | ===Delete your account=== | ||
Users can request the deletion of their account by clicking the " | Users can request the deletion of their account by clicking the "Request account deletion" button. Deleting an account removes all default links to hat user account from the wiki. All contributions remain and are subsequently attributed to "Deleted User," which appears in place of the original username. | ||
If the username was also used within wiki pages — for example, in meeting minutes, as parameter values in templates, or via [[Manual:Extension/AtMentions|user mentions]] | If the username was also used within wiki pages — for example, in meeting minutes, as parameter values in templates, or via [[Manual:Extension/AtMentions|user mentions]] then, in the event of a proven obligation to delete, these instances must be removed manually (for example by using the "Replace text" special page). Such deletion affects only the latest revision of the pages in each case. | ||
{{Textbox|boxtype=note|header=GDPR vs. Statutory Retention Obligations|text=If a statutory retention obligation applies, the obligation to delete data under the GDPR is suspended. | {{Textbox|boxtype=note|header=GDPR vs. Statutory Retention Obligations|text=If a statutory retention obligation applies, the obligation to delete data under the GDPR is suspended. The data must not be deleted during this period. | ||
Consequently, an administrator may reject a deletion request. Alternatively, anonymization might still be an option. | |||
Furthermore, administrators should generally ensure that no personal data is collected within the wiki. Usernames and mentions are often linked to specific roles, placing them within the realm of social interaction and do not necessarily constitute protected personal information. In cases of doubt, please consult the responsible data protection officer. | |||
If your organizations has pecific compliance obligations, you also need to check with your data protection officer whether you can mention users or link to their profile pages in the page content.|icon=yes}} | |||
=== Transparency === | === Transparency === | ||
Revision as of 13:33, 28 July 2026
BlueSpicePrivacy is an extension that enables users to control the way their data is collected and used by the wiki. Users interact with this extension through the Privacy Center page, which is accessible by clicking Privacy center in the user menu.
Accepting the terms of use
When a user wants to log into the wiki for the first time, the terms and conditions and the privacy policy must be accepted during the login process.
Cookie consent
Users are presented with a prompt to accept the cookies that the wiki collects. This prompt appears when a user visits the wiki for the first time or after deleting the browser cookies.
Here, users have the option to accept all cookies or to manage each group of cookies separately. This is done by openingCookie consent settings and then using the toggle-switches in the prompt. There are different types of cookies, based on the function they perform:
- Necessary cookies: Cookies that are needed for the user to be able to use the wiki (cookies for keeping session information, user ID data, and so on).
- Convenience cookies: Cookies that provide a more comfortable wiki experience (saving the state of components of the interface, some user preferences, and more)
- Matomo (visible only if the necessary plugin is installed and activated): Cookies that are used for site analytics.
By default, accepting at least the necessary cookies is mandatory before using the wiki for the first time.
Cookie settings can be changed afterwards at any point by clicking on "Change cookie consent" in the wiki footer links or on the page Special:PrivacyCenter.
Privacy Center
The privacy center is the hub for a user's privacy settings. It is located in the profile menu (by clicking on user image in the top right corner) or by navigating directly to the pageSpecial:PrivacyCenter.
This special page consists of a number of "modules". Each module performs a privacy-related function.
Anonymization
In this section, users can anonymize their account on the wiki. This means that users can change their username on the wiki. The new username appears wherever the username is used, including comments, page histories and logs. All traces of previous user information including profile information and profile data is removed or renamed.
To anonymize their account, users pick the new username (a random anonymized username is offered by default) and click "Anonymize my account". After confirmation, the process of anonymization starts, and the user receives a notification upon completion.
Delete your account
Users can request the deletion of their account by clicking the "Request account deletion" button. Deleting an account removes all default links to hat user account from the wiki. All contributions remain and are subsequently attributed to "Deleted User," which appears in place of the original username.
If the username was also used within wiki pages — for example, in meeting minutes, as parameter values in templates, or via user mentions then, in the event of a proven obligation to delete, these instances must be removed manually (for example by using the "Replace text" special page). Such deletion affects only the latest revision of the pages in each case.
If a statutory retention obligation applies, the obligation to delete data under the GDPR is suspended. The data must not be deleted during this period.
Consequently, an administrator may reject a deletion request. Alternatively, anonymization might still be an option.
Furthermore, administrators should generally ensure that no personal data is collected within the wiki. Usernames and mentions are often linked to specific roles, placing them within the realm of social interaction and do not necessarily constitute protected personal information. In cases of doubt, please consult the responsible data protection officer.
If your organizations has pecific compliance obligations, you also need to check with your data protection officer whether you can mention users or link to their profile pages in the page content.
Transparency
To view the data the wiki has stored about you in its logs and settings, you can click on the button Show all data. This opens a dialog containing all of the user's data.
Export your data
Users can print out this same information in html or csv formats. The following information is collected:
- Personal data: Profile image, username, real name, registered on, blocekd, email address, number of edits, experience level, groups, former groups, permissons
- Mentions in content: signatures, blog entries, comments, links to the user page
- Working data: search terms, page assignments, pages read, read confirmations, reminders, page approvals and other data that was logged by extensions
- Action data: administrative actions, changes of settings, file uploads, page actions (move, delete,....)
To export the data, the user selects the groups to export and the export format (HTML or CSV). After clicking Export data, the file is saved to the user's local download location.
Privacy policy consent
In this section, users can change their consent to the wiki's privacy policy. Further options may appear based on a specific wiki configuration. Users can also change their cookies consent (as described above).
Requesting actions
The wiki is configured so that users are not allowed to directly execute certain privacy-related actions. They need to request that operation first.
Users are presented with a request form in the affected sections. In this form, users can click Request anonymization and Request account deletion. For account deletion, users can enter an optional comment explaining the reason for the request.
All submitted requests are sent to wiki admins for review. Admins can then approve or reject the corresponding action via the Privacy Administration.
After submitting the request, a user sees a Request pending notice in the Privacy center. If the request is denied, the user is notified with a comment from the wiki administrator. If the user's request is approved, the user also receives a notification.
