Data Hashing

Warning: Data hashing is a permanent, irreversible process that anonymises user data and prevents it from being used or restored.

Ensure all required data has been exported before hashing occurs.

What is data hashing?

Data hashing is the process of permanently anonymising user data by converting personal information into irreversible, unreadable values.

Once data has been hashed:

• Personal details such as names, email addresses, and identifiers can no longer be read

• The original data cannot be restored

• Users can no longer be identified, contacted, or logged in

This process is one-way and permanent and is used to comply with data retention and privacy requirements after an event has concluded.

When does data hashing happen?

By default, user data is automatically hashed three months after the last event date recorded in the Admin Panel.

After hashing:

• The event environment is

• All associated personal data is anonymised

• The data remains available only in an aggregated, non-identifiable form (e.g. for reporting)

Data Hashing Settings

Enable automatic data hashing

Purpose: Control whether user data is automatically anonymised after the event lifecycle has ended.

Input: Boolean (True / False)

Default value: Enabled

Behaviour: When enabled, user data is automatically hashed based on the configured hashing date.

When disabled, no automatic hashing will occur. User data will remain accessible until hashing is triggered manually or re-enabled.

Date that the hashing will take place

Dependency: The following setting must be enabled for this setting to function:

• Enable automatic data hashing

Purpose: Define when user data should be anonymised

Input: Datetime

Default value: Empty (defaults to three months after the event ends)

Behaviour: When a date is set, user data will be hashed on the selected date. The date must be at least one week after the event end date (or start date if no end date is set).

If no date is specified, hashing will automatically occur three months after event closure.

Once this date is reached and hashing is executed:

• All personal data is anonymised

• The action cannot be undone

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Hashing earlier than the default schedule

Organisers may choose to hash data earlier than the automatic three-month window, for example to meet internal data retention policies.

This is done by:

1. Enabling automatic data hashing

2. Setting a custom hashing date

3. Saving the settings

If no changes are made, the default automatic schedule applies.