How do I handle a customer's data request?

Export a customer's data as a file, erase them on request, and record marketing consent — with password confirmation on every step.

When a customer asks for a copy of their data, or asks to be deleted, everything you need is on their profile under Data management and Marketing email preferences. These tools are for Owners and Admins only, appear only in the main dashboard (never the staff portal), and every action asks you to confirm your password — deliberate safety steps, because you're handling personal data. Everything is also recorded in your activity log.

Give a customer a copy of their data

• Open Customers, click the customer, and scroll to Data management.
• Click Export Customer Data and confirm your password.
• A file downloads containing their profile, booking history, any Order & Pay table orders they have placed, their gift cards and payment links, and their marketing-consent history — including their loyalty ledger and promotion history if they're a member. Treat the file itself as personal data — send it to the customer securely and don't leave copies lying around.

Erase a customer on request

• In Data management, click Delete Customer Data. A red confirmation panel appears explaining exactly what will happen. If they're a loyalty member it also spells out the cost: "This destroys their loyalty balance" with their exact stamps or points — once deleted, points and stamps cannot be recovered.
• Type DELETE, click Permanently Delete, then confirm your password.

Their personal details are removed from every booking (old bookings show as "Deleted customer") and from any Order & Pay table orders they placed, including any note left on an order line. Their profile is then deleted, along with any loyalty balance and membership. Booking dates, times and statistics are kept for your analytics — with nothing that identifies the person. This cannot be undone.

Record marketing consent

The badge at the top of Marketing email preferences shows Marketing: opted in, Marketing: opted out or Marketing: not asked, along with where and when the choice was made (for example "Booking page (soft opt-in)").

• To opt someone in, click Mark as opted in (with consent confirmation). Only do this when the customer has genuinely, explicitly told you they want marketing — in person, on the phone, in writing, on a signed form, or through a loyalty sign-up. Type I CONFIRM CONSENT, optionally add a short note of the context (5–200 characters), and click Mark as opted in. The change is logged with your name and the date — wrongly opting people in breaks UK GDPR and PECR.
• To opt someone out, click Mark as opted out, then Confirm opt-out. They'll stop receiving marketing emails immediately; booking emails are unaffected.

Customers can also help themselves: every marketing email has an unsubscribe link, and the customer portal has a "Delete my data" option.

Related: How do I export my data? · Who receives my campaigns — and who is skipped? · What can customers do in the customer portal?