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Delete user data from Viva Glint

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In order to comply with a General Data Protection Regulation (GDPR) data subject request, a Microsoft Viva Glint Administrator can delete user data from the platform.

Important

  • User data deleted from Viva Glint is automatically deleted from any Microsoft Viva program it's shared with.
  • Viva Glint survey responses are kept in reporting unless a Viva Glint Admin chooses to delete them.
  • INACTIVE user data (attributes and responses) aren't automatically deleted from Viva Glint.

Caution

User data deletion in Viva Glint is an irreversible process.

Data deletion control

Viva Glint Admins, as data controllers, have the authority to manage survey data in response to a Data Subject Request (DSR). They can choose to either:

  1. Erase all data related to the requester, excluding attributes and survey responses, or
  2. Erase all data related to the requester, including survey responses.

This configuration is set at the platform level and applies to all requests equally and is set to exclude attribute and survey responses (option 1) by default. Learn more.

Delete user data

  1. Select People from the Employees section on your Glint admin dashboard.

  2. Use the search box to select the employee whose data should be deleted. Open that employee’s page.

  3. From the Actions dropdown menu, choose Delete User.

  4. A Delete User Confirmation box displays with this information:

    1. Data is removed from Viva Glint except for essential account information associated with your organization’s Microsoft subscription.
    2. To include later, the information must be reuploaded into your company’s employee data.
    3. By deleting the user:
      1. Survey results are deleted, possibly impacting Glint reports, if deletion control is set to off. Learn more.
      2. The user’s data is removed from distribution lists and future surveys.
      3. The user’s role definitions and their reporting permissions are removed.
    4. The display indicates whether the user has direct reports and that the admin needs to reassign the reports later or in the next employee data import. Follow these steps to facilitate a retroactive user upload update if past survey data should reflect the new manager.

  5. Return to the People page and verify that the user doesn't appear in the list of All, Active or Inactive employees.

  6. Return to the admin dashboard and select Activity Audit Log in the Service Configuration section. The user deletion action should be listed in the Event column and its status should read Success. The Details column shows Deleted.

  7. If the deleted user is a manager, verify that all reports their team appeared in no longer include their name. The report now reads Deleted User’s Team.

Important

Glint 360 responses are also deleted with these requests.

Note

Should a deleted user be reinstated, their data needs to be uploaded as if they are a new employee. No previous data is stored once deleted.

Employee IDs reuse control

Glint Admins, as data controllers, can reuse employee IDs and reassign them to new or rehired employees. They can choose to either:

  1. Exclude data associated with employee IDs of previously removed employees from uploads or
  2. Update the already deleted records with the status provided in the HRIS file.

This configuration is set at the platform level, applies to all records equally, and is set to exclude data by default (option 1). Learn more.