Right-to-erasure for supplier contact personal data
When a supplier contact asks you to remove their personal data, Certly erases the contact name and email address held for them on that supplier's page, without touching the certificate records an auditor will ask for. This article walks the request through from the side of the QA manager who received it.
What this article helps with
Certly stores supplier company names, contact names and contact email addresses so it can chase the right person when a certificate is due. That makes a named contact at a supplier someone who can ask you to remove their details, and Certly has a right-to-erasure path for exactly that data: the contact's name and email, erased separately from the rest of the supplier record, from the supplier's page.
You need this when a contact leaves a supplier and writes to ask that you remove them, when a supplier's data protection officer passes a request on to you, or when you are tidying contacts you no longer need to hold. You do not need it to change a contact who has simply moved role: editing the supplier is the normal route for that.
Erasing a supplier contact's personal data
- Open the supplier the request names
Go to your supplier list and open the supplier whose contact made the request. The contact name and email you hold for them are shown on that supplier's page, which is where the erasure action lives.
- Check what the request actually covers
This path covers the contact's personal data as Certly holds it for chasing: the contact name and the contact email address. Read the request against that, so you know before you act whether it is answered in full or whether part of it reaches further than this path.
- Run the erasure and confirm it
Choose the delete contact data action on that supplier and confirm. Certly shows a confirmation dialog naming what will be removed, the contact name and email, and what will remain, the certificate records for that supplier.
- Check the contact fields now read as erased
Back on the supplier's page, the contact name and email fields read as erased. The supplier company stays on your dashboard with its required certificate types and its current, expiring soon, expired or missing statuses unchanged, and its chase history stays with it.
- Add a replacement contact if you still buy from them
Chase emails go to a supplier contact address, so with the contact erased no chase can reach that supplier until you edit the supplier and enter a new contact name and email. If nobody there should be chased for now, leave the fields empty: the supplier's certificate statuses still show on the dashboard and in the PDF export either way.
What to do next, or if it did not work
Keep your own note of the request and the date you acted, in whatever record your scheme expects. Certly's part is the erasure itself, not your evidence of handling it.
If the request covers your whole account rather than one contact, that is a different screen: Settings, then Site details, where deleting the account is confirmed with your email address and removes your sites, suppliers, certificate documents, chase history, settings and sign-in details at once, cancelling any live subscription. The same screen downloads a JSON file of your data first, so take that export before you delete if you need the records.
If the contact fields still show data after you confirm, or the request reaches further than the contact name and email this path covers, email support@usecertly.com and say which supplier and which contact you mean.
Questions
What exactly is removed when I erase a supplier contact?
The contact name and the contact email address Certly holds for that supplier. The supplier company, its required certificate types, its uploaded certificates with their issue and expiry dates, and its chase history stay on the record. If the request reaches further than the contact name and email, email support@usecertly.com with the detail.
Can I still chase that supplier afterwards?
Not until you give the supplier a new contact. Automated chase emails and one-click upload links are sent to a supplier contact address, so a supplier with no contact email has nowhere for a chase to go. Edit the supplier and add a new contact name and email to start chasing again.
What happens to an upload link already sent to that contact?
Supplier upload links are single-use and expiring, so each one is spent once it is used and expires on its own. See the article on no-login supplier upload links for how those links behave.
Does erasing the contact remove the supplier from my audit dashboard?
No. The supplier and its certificate statuses stay on the dashboard and in the PDF export, unchanged. What goes is the contact name and email.
Can I erase a person named inside a certificate document?
This path covers supplier contact personal data, the contact name and email. Certificate documents are kept while your account is open, including versions replaced by a renewal, so if a request reaches a document email support@usecertly.com with the detail.
Do you have a data processing agreement I can countersign?
Not today: a standard data processing agreement ready to countersign is not in place yet. Email support@usecertly.com if your scheme or your legal team needs one.