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How-to

Anonymising an Account

Permanently deleting an account's personal data for a KVKK deletion request and knowing which records are kept because the law requires them.

Permission needed
Resolve KVKK data-subject requests
In the panel
User Page
Changed in
1.9.7

Anonymisation permanently deletes an account's personal data and cannot be undone. Audit records, decisions and published authorship are kept because the law requires them. You carry out a deletion request under KVKK (Türkiye's Personal Data Protection Law) with this action.

  1. On the Administration → Data requests (KVKK) screen, press the e-mail address on the row of the deletion request. The user's page opens.
  2. On the Irreversible actions card, press KVKK: anonymise account.
  3. In the Reason (e.g. KVKK request reference) field, enter the reason, for example the number of the request.
  4. Type the person's e-mail address as the window asks.
  5. Press KVKK: anonymise account in the window.
  6. If the person wrote a review report in the last five years, confirm again in the second window that opens.
  7. Resolve the KVKK request. The steps are in Resolving a KVKK Data Request.

Deleted data

  • The name, e-mail, ORCID iD and profile details are deleted, all roles are removed and the account can never be used again.
  • The person's sessions are closed and their newsletter subscription is deleted.
  • In their outbox entries, the address and the content are hidden. Their waiting e-mails are not sent.
  • Panel notifications and saved publications are deleted.
  • If the catalogue person linked to the account has no public work, the person's e-mail and ORCID iD are deleted. If they have a public work, the catalogue record stays as it is.
  • The files of rejected or withdrawn submissions are deleted if the decision or withdrawal date is past the retention period.
  • Drafts that were never submitted are deleted with their files and cannot be restored. This covers the drafts the person started, the drafts an editor started on the person's behalf and the drafts in the person's trash.
  • The person's roles in the workflow are released. Open reviewer invitations are cancelled, editor assignments end, and the person is no longer in charge of open production jobs and tasks. This work stays with the submission's editors and the production coordinators. The person gets no e-mail about it, and the submission's timeline shows the change.

The retention period is in the Retention of files of rejected and withdrawn submissions (days) field on the Site settings → Workflow tab and is 730 days by default.

Retained records

The following are not deleted, because the law requires them to be kept.

  • audit records, decisions and review reports
  • published authorship and published works
  • the files of submissions that are still within the retention period and of all other submissions that were sent
  • if the person is an editor, the drafts they started on behalf of other authors, because these drafts belong to those authors

The user.anonymize row in the audit log shows in numbers what was deleted and what was kept and why.

Keeping review reports

TR Dizin (Türkiye's national citation index) expects review reports to be kept for five years. After anonymisation, the person's name no longer appears in the referee dossiers. That is why the system asks for a second confirmation if the person wrote a review report in the last five years. If needed, first download the referee dossiers of the submissions concerned with the Referee dossier (PDF) button on the editor screen.

Your own account

You cannot anonymise your own account. The button does not appear on your own page. Only people with permission to manage KVKK requests see the Irreversible actions card.

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