Handle privacy requests about your records

When someone asks YARDtwin for a copy of their personal data, or for it to be deleted, they confirm the request from their own mailbox first. A confirmed request about an e-mail address that was already in your organisation's records when the request was made (a user account, an invitation, a booking, a driver on your roster, a carrier or supplier contact) shows up in Site Admin → Privacy requests. An address added to your records afterwards does not bring the request in: a request appears when its address is held in your organisation's records from before the request was made. Each time a request is listed or opened here, YARDtwin records it. Your organisation decides what happens to the records it holds; this tab is where you act on them.

Only administrators see the tab. It only ever shows and changes your own organisation's records: you never see whether any other YARDtwin customer holds the same address, and nothing you do here touches them.

See the requests

Open Site Admin, then Privacy requests under Access & security. Each row shows when the request was received, its type (Access, Portability, Erasure …), the person's e-mail address, and its status. A request your organisation has already erased shows the date.

Requests the person has not confirmed are not listed: YARDtwin handles those, and anything YARDtwin holds itself, through dpo@yardtwin.com.

Export what you hold (access and portability)

1. Click Export (JSON) on an access or portability request.
2. Your browser saves a file with the rows your organisation holds about the person: their user account, sign-in records, their own audit-trail entries, their driver roster entry, the bookings they drove or requested, and the gate and document records of those visits.

Bookings typed with the address but under another driver's name are not included. Audit descriptions can mention other people, so read the file before you send it on.

Erase their accounts (erasure)

1. Click Review erasure on an erasure request. Nothing changes yet: you see the accounts in your organisation that hold the address, what would be removed, and the files the person uploaded.
2. Untick any account that should stay (for example, a different person who shares the address). The summary updates.
3. Click Erase now and confirm.

The person's accounts in your organisation are anonymised and can no longer sign in; their sessions, notifications and invitations are removed. Of the files they uploaded, only files about them as a person (a driving-licence image or the face photo cut from it) are deleted, and only when no record anywhere still uses them. Everything else they uploaded (seal photos, documents, PODs, CMRs, inspection and gate evidence) is part of your records and is kept; the preview counts these files and says why.

Your operational records that mention the address (bookings, gate records, roster entries, carrier contacts) are listed but not changed: as the controller, decide what to do with them. Audit-trail entries, e-signatures and signed clearances are kept, as GMP record-keeping requires.

A super admin account, your own account and shared (kiosk or gate desk) accounts are never erased from here; the preview says so.