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Set up GDPR for Membership Management

Create a GDPR agreement, assign it to membership types, and schedule automatic anonymization of expired memberships.

GDPR setup in Membership Management controls how agreement acceptance is recorded and when expired membership data becomes eligible for anonymization. To configure it, create a GDPR agreement, define its retention settings, assign it to the relevant membership types, and schedule automatic processing.

Before you begin

Have your organization’s Terms of Service and approved retention periods available. Test the configuration in a test environment before applying it to existing memberships.

1. Configure agreement numbering

  1. Search for GDPR Setup, and choose the related link.
  2. In Agreement Nos., select the number series to use for GDPR agreements.

The system assigns a number from this series when you create an agreement.

2. Create a GDPR agreement

  1. Search for GDPR Agreement List, and choose the related link.
  2. Create an agreement and enter a Description.
  3. Configure the following retention settings:
FieldDescription
Anonymize AfterDefines the period after membership expiry before anonymization becomes eligible. Other eligibility checks must also be satisfied.
Keep Anonymized Membership ForDefines how long an anonymized membership is retained before deletion. Available options are Forever, 1 Day, 1 Week, 1 Month, 3 Months, 6 Months, and 12 Months.

Select retention periods that match your organization’s approved data-handling policy.

3. Review the agreement version

Creating an agreement also creates its first version.

On the agreement card, review the version’s settings:

FieldDescription
VersionIdentifies the version of the agreement.
DescriptionDescribes the agreement version.
URLLinks to the applicable agreement or Terms of Service.
Activation DateSpecifies when the agreement version takes effect.
Anonymize AfterDefines the retention period associated with this version.

Check that the intended agreement version is current before using it.

Review Anonymize After on both the agreement and its versions. Processing of individual member roles can use the retention period from the member’s most recent accepted agreement version. Changing the agreement’s main retention field does not automatically update existing version records.

4. Assign the agreement to a membership type

  1. Search for Membership Setup, and choose the related link.
  2. Select the membership type to configure.
  3. Set GDPR Agreement No. to the agreement you created.
  4. Select GDPR Mode:
ModeDescription
ImpliedRecords acceptance automatically when consent-log entries are created.
ConsentCreates a pending consent entry unless consent is delegated to a guardian.
RequiredChecks for an existing accepted consent entry and can prevent member creation when acceptance is missing.

Note: Implied is the practical choice when acceptance of the applicable membership terms is handled through your Terms of Service. Membership Management records acceptance automatically, so members do not need to complete an additional consent step.

Repeat the setup for each relevant membership type.

Changing GDPR Agreement No. or GDPR Mode prompts for confirmation and processes existing memberships of that type. Test the effect before confirming changes in production.

5. Schedule automatic anonymization

  1. Search for Job Queue Entries, and choose the related link.
  2. Create an entry and configure these settings:
FieldValue
Object Type to RunCodeunit
Object ID to Run6151121
Object nameNPR MM GDPR Management
  1. Configure a recurring schedule, for example once daily.
  2. After testing, set the entry to Ready.

The codeunit checks memberships for anonymization using the agreement retention settings, membership expiry, and member-role eligibility. Remaining loyalty points are expired when the membership is anonymized.

Customer GDPR processing does not anonymize customers that are still referenced by a membership. Membership anonymization must be handled through the membership GDPR process.

6. Verify the configuration

Before using the configuration in production, verify that:

  • New members receive the expected consent state through each registration channel you use.
  • Changes to the agreement or consent mode have the expected effect on existing memberships.
  • Active memberships remain unaffected.
  • Eligible expired memberships are anonymized according to the applicable retention settings.
  • The scheduled job completes successfully.

Review the resulting member and membership records, together with linked customer records and retained transactions, to confirm that the outcome matches your organization’s requirements.

See also