This article explains how TrackTik tracks GDPR‑related actions so you can answer client or regulatory questions, and maintain a clear audit trail.
TrackTik records every key action related to data retention and anonymization, giving you full visibility into how personal data is handled.
Why auditability matters
Audit logs help you:
- confirm that retention rules run as expected
- show proof of anonymization or deletion
- support internal reviews or external audits
- understand when and why a GDPR action occurred
These logs make the entire lifecycle of personal data transparent.
How the GDPR engine creates audit records
Whenever GDPR‑relevant data is created and a retention policy exists, the system generates a retention log. If no policy exists, no log is created and no GDPR task is scheduled.
Each log entry includes:
- the record and data model
- the planned execution date
- the current status (Pending, Processed, or Error)
- timestamps
- user context
- a snapshot of the retention policy at the time of creation
The snapshot ensures the log remains accurate, even if you later change your retention rules.
What happens when the GDPR engine runs
During each execution cycle, the system:
- collects all pending logs
- dispatches them to a worker
- anonymizes or deletes data according to your rules
- rolls back the change if something fails
- updates each log to Processed or Error
This predictable flow helps you trace every action from start to finish.
Audit logs for different data types
TrackTik logs anonymization actions for:
- reports
- site data
- employee data
For each category, the system records:
- when anonymization occurred
- which policy applied
- which fields or values were changed
- any exception or override used
This makes it easy to confirm that all configured rules were respected.
How policy changes are reflected
Audit logs always store the policy snapshot from the moment the data was created. This means:
- updates to retention policies do not affect past logs
- historical actions remain traceable
- you can explain why a record followed a certain path, even if rules have since changed
Special logging for edge cases
TrackTik also records unusual scenarios to avoid confusion later.
For example, when an employee is reactivated before anonymization:
- the retention countdown resets
- anonymization is paused
- a special audit status is added explaining why
This provides clarity when reviewing historical events.
Where to find audit logs
Audit logs are available directly within GDPR‑related configuration areas. You will see them when reviewing:
- retention policies
- specific reports
- site records
- employee profiles