The activity log, and erasure requests

Your activity log is everything your school has done on this site: who did it, what changed, and when. It is your record rather than a report City Council runs about you.

What is in it

• Orders placed, approved and declined.
• Renewal decisions, and every time one was changed.
• People invited, permissions changed, accounts closed.
• Changes to your school's details, including the number on roll, with the old value and the new one.
• Training booked, delegates named and substituted, bookings cancelled.

Exporting it

The CSV export opens in a spreadsheet. It is what to attach when a governor asks who authorised something, or when an auditor asks how a figure was arrived at.

What it is good for

Mostly for settling questions by looking rather than by remembering. "When did the roll change from 412 to 389, and who changed it." "Did we decline that in June or in July." "Who approved the order that went over Sam's cap." All of those are one search on this page.

It cannot be edited

Not by your school, and not by City Council either. Entries are chained together so that altering or removing one is detectable, and City Council can prove the chain is intact at any point. That is what makes the log worth anything as evidence.

Erasure requests

Where somebody asks for their personal data to be removed, raise the request from their own page under People and permissions. Say who and, briefly, what has been asked for.

What erasure does

Their name, email address and contact details are cleared. The financial rows those were attached to survive, with the person anonymised: an order line stays an order line and the accounts continue to say what happened.

That balance is deliberate. Falsifying the accounts is not a way of honouring a data request, and keeping somebody's name on file after they have asked for it to go is not either.

Why the council completes it

Rewriting rows that invoice lines point at is not a school's call about its own history, and it has to happen in one piece across the whole system. What has gone is the email a school used to have to compose: raising it is a form, and you are told when it is done.

Closing an account is not erasure

Making somebody inactive removes their access immediately and is the right first step when anybody leaves. It leaves the record intact. See when somebody leaves.