Under data protection law, customers can ask you for a copy of the information you hold about them, or ask you to remove it. Both are on the customer’s page.
Giving a customer a copy of their data
- Open the customer in Events > Customers.
- Click GDPR.
- Choose Export data (PDF) for a readable document, or Export data (JSON) for a machine-readable file.
The export includes their details, events, payments, invoices, contracts, planning answers, playlist requests and the emails sent to them. Send it to them securely.
Removing a customer’s details
- Open the customer and click GDPR.
- Choose Anonymize customer (GDPR erasure).
- Type the customer’s name to confirm. This can’t be undone.
Their personal details are removed straight away, they can no longer sign in to the portal, and they are emailed to let them know. Their events stay in your records without their personal details, so your reports still add up.
Some records are kept for six years. Payments and signed contracts for events under six years old, and invoices issued in the last six years, are financial records you have to keep. They are anonymised automatically once the six years are up.
Notes your staff wrote and emails you sent them aren’t changed, so check those for personal details yourself.
Removing an enquiry
For someone who enquired but never became a customer, open the lead and use Erase enquiry (GDPR).
Deleting instead
A customer with no events, leads, hires or invoices can simply be deleted. Anyone with history can’t be, and the delete window points you to anonymising instead.