How to anonymise a large number of member files simultaneously?

Anonymisation is a process which consists of using a set of techniques in such a way as to make it impossible, in practice, to identify a person by any means whatsoever, and to do so in an irreversible manner in line with data protection guidelines.

To comply with this standard, Xplor Gym offers you several ways of anonymising member files. Simple anonymisation, client by client (more information available here), or mass anonymisation.

Whether you need to clean up your client database or comply with GDPR requirements, this article will show you how to anonymise a large number of member files simultaneously.

Which impacts on member files?

On clients who are not members, an ‘Anonymise member’ button is now available. At the end of the anonymisation process, the member's first name, surname, address and telephone number will have changed. They will be called ‘No No’.

All communication authorisations and entry passes will be deactivated. Invoices, documents, histories and past bookings will not be modified.

We will also block sales and bookings for this member.

🚩Step 1 : Access mass anonymisation

Accessible by an Admin profile or any other profile with the access right from:

Management > Anonymisation

Right of access to mass anonymisation

As you will see in this tutorial, mass anonymisation works by means of an import/export system for files linked to your client database.

Incorrect use of this function can have major impacts, which is why, by default, only admin profiles are authorised to perform mass anonymisation.

To give this right to profiles other than the Admin profile, talk to your Xplor Gym advisor.

🚩Step 2 : Perform the anonymisation export

From the Anonymisation page, make sure you are on the Export page and click on New Export. This page will list all the exports you have already made.

1. Name the export to find it easily later.

2. Select the gym to which you are reporting.

3. Select the minimum period of inactivity for the members.

4. Click on Save to start creating the export.

A few precisions about creating an export

• Only one gym can be selected when an export is created. This gym will be the one to which the user is assigned in the case of a single site. For multi-site users, select the gym to export to from the list of gyms displayed.
• The minimum period of activity can be selected in increments of 6 months, from 12 months up to 84 months.
• Creating an export can take up to several minutes. Follow its progress on the list of your exports.

If you want to search for a particular export, unfold the filter bar, then click on the dowload or delete icon to act on the export.

What about the period of inactivity?

The file you create will contain a list of members who meet the following inactivity criteria:

• No entry for at least the time specified when the export was created.
• No booking for at least the time specified when the export was created.
• No purchase for at least the time specified when the export was created.
• No due dates for the time specified when the export was created.

Once you have finished, click on the download icon to obtain a .zip file containing your XLSX file.

This file format must not be modified, otherwise the mass anonymisation import will be impossible.

Member eligibility for anonymisation

To be eligible for mass anonymisation, a member must not have any debts or overpayments.

🚩Step 3 : Import the file for anonymisation 

Validate the downloaded file

Before you can run the import, you need to open the downloaded xlsx file and save it (even if you don't make any changes to the file), to confirm that you have checked its contents.

Make sure you are on the Import tab and use the file import field to add the export file created in the previous step (by drag & drop or by clicking on the field directly to select the file).

Confirm that you want to start the anonymisation process, then follow its progress from the list of imports.

The final status of the export will be visible via the pictograms or at the end of the line, indicating whether the export has been carried out correctly or whether there are any errors.

Download the error file to see and correct data if needed.

There are several possible causes of errors:

• No ID or member number on the file (followind manual modification).
• File relating to a gym other than the user's.
• Inconsistency in table content following manual modification.
• Incorrect file extension (CSV instead of XLSX, for example).

This page will also list your previous imports. Expand the list of filters to carry out a more precise search.

Understand the impact of anonymisation

Once anonymisation is complete, members are no longer present in your database. Invoices can no longer be consulted, although they are still present in your history.

🚩Optional step: View the number of members to anonymise in your alerts

You can add the member information to be anonymised via the dashboard configuration.

You now know how to perform mass anonymisation on your Xplor Gym software. If you would like to anonymise a prospect or former member on a case-by-case basis, click here.