Anonymization Process

Managers can manually anonymize user conversations directly from the dashboard to ensure compliance with data protection requirements.

1. Purpose

In accordance with the General Data Protection Regulation (GDPR), Usizy allows managers to manually anonymize any conversation containing personal data.

This feature ensures that user data can be erased or anonymized upon request, while keeping non-personal information (such as aggregated statistics) for analytics or reporting purposes.

2. Accessing the Conversations Section

To start the anonymization process, log into your Usizy Dashboard with a manager account.

  1. From the main navigation menu, go to “Conversations”.
  2. You can view:
    • All conversations handled by your Smart Assistant or human agents.
    • Conversations filtered by date**, user, status, or topic.

You may also use the search bar at the top of the screen to locate specific conversations by:

  • Keyword (e.g., email address, user name, product reference, etc.);
  • Conversation ID or reference number;
  • Time range or assigned agent.

3. Opening the Conversation

Once you have identified the conversation you wish to anonymize:

  1. Click on the conversation line in the list or search results.
  2. The conversation details will open on the right-hand panel or in a dedicated view.
  3. Review the conversation content to confirm that it contains personal information (for example, an email address, phone number, delivery address, etc.).

4. Anonymizing the Conversation

After reviewing the conversation, follow these steps:

  1. Click on “Anonymize conversation” button.

  2. A confirmation window will appear, summarizing the effects of the anonymization:

    • All personal data (names, emails, phone numbers, custom identifiers, etc.) will be irreversibly anonymized.
    • The conversation content itself remains available for analytics, but without any data that can identify a natural person.
    • The anonymization cannot be undone.

  3. Confirm by clicking “Anonymize”.

A success message will appear once the operation is complete.

5. Result of Anonymization

Once anonymized:

  • The conversation is still visible in the Dashboard for history or statistical purposes, but all personal identifiers are replaced with neutral placeholders (e.g., “User #XXXX”).
  • Searches using personal information (such as name or email) will no longer return anonymized records.
  • Conversation metadata (date, duration, satisfaction rating, etc.) remains intact for analytical consistency.

This operation ensures that the conversation no longer contains personal data as defined by the GDPR and is therefore no longer subject to data subject rights such as access, rectification, or erasure.

6. Audit Trail and Compliance

All anonymization actions are recorded in the Usizy audit log, including:

  • Date and time of anonymization,
  • ID of the administrator who performed it,
  • Reference to the anonymized conversation.

These logs provide full traceability for audits or regulatory inspections while containing no personal data themselves.

7. Important Notes

  • Anonymization is irreversible. Once confirmed, the original personal data cannot be recovered.
  • Only authorized roles (Admins, Managers, or Data Protection Officers) have access to this feature.
  • Anonymization is preferred to deletion when operational data needs to be preserved for reporting or service analytics.

Data Protection Officer (DPO)

  • dp@usizy.com
  • Usizy Labs S.L., calle Siete Picos, 20, Madrid, Spain
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