Redacting Customer Profiles via the Customers Directory

When a Customer requests removal of their personal data, or when privacy regulations such as the GDPR require it, you need a reliable way to act quickly and completely. The redaction tool lets you permanently remove personal information from a Customer Profile, helping you meet your obligations with confidence.

Learn how to permanently remove personal information from the Customer Profile when requested by the Customer or to meet privacy regulations.

New to the Customers Directory?  Read the first article in this series for an introduction to the Customers Directory feature.

Auto-redact Customer information We also offer the option to set up your account to auto-redact Customer information. Available for Managed plans only. Learn more: Configuring settings to automatically redact Customers

Accessing the features mentioned in this article

Where can I find this feature using the top menu?

• Customers > Directory > Customer Profile
   

What more do I need to use this feature?

• Admin or restricted permissions to View Customer List and Edit Customers.
   

Which Checkfront version supports this feature - classic items, classic products, or both?

• This feature is available in both our classic items version (Inventory > Items) and our classic products version (Inventory > Products).  → Learn more about products

To comply with personal privacy requests and regulations such as the General Data Protection Regulation (GDPR) in the European Union, you can remove all Customer information associated with a Customer Profile. 

1. Start by archiving the Customer. Once archived, a new Redact Personal Information button appears at the top right of the Customer Profile page.
2. Click on the Redact Personal Information button to start the process.

Warning! Customer information redaction CANNOT be undone.

You are then presented with the Personal Information Redactor page.

3. At the top of the page is a list of all the Customer's bookings. Click on the Booking ID to access and review the associated Booking Invoice, as needed.
4. Next is a list of booking form fields and transaction information associated with the Customer. You can select the fields you need to purge. All system fields are deleted with the purge. You have no control over that, but custom fields can be removed.
5. Click Purge to complete the redaction process.

Are Waivers & Documents turned on for your account? Any waivers and documents attached to the Customer are preserved during the purge if the Waivers & Documents setting Allow Admins to Delete Documents is turned OFF. This can be confirmed by the Document Voiding status message displayed.

• Document Voiding is disabled, meaning the Allow Admins to Delete Documents setting is OFF. Waivers and documents are not included in the purge.
• Do you see the option to Delete Waivers? This means that the Allow Admins to Delete Documents setting is turned ON. Check this box to include any associated documents in the purge.

Learn more about waivers & documents For a detailed look at Waiver & Document settings, check out the following article: Configuring waiver & document settings

Once the Customer Profile has been redacted, the Customer is marked as redacted throughout the system within the Booking Invoice and reports. Customer information redaction cannot be undone! 

Next Steps

The following article in this series looks at reconciling related bookings to Customer Profiles.

< Archiving Customer Profiles     |     Reconciling duplicate Customer Profiles >