Under EU and UK GDPR data protection rules, customers (pet parents) have the right to be forgotten and to have their personally identifiable information removed from your system. KennelBooker does this with the Obfuscate Data and Archive button on the customer's Admin page.
To remove a customer, KennelBooker obfuscates (overwrites) the customer's personally identifiable information and archives their account. We do this rather than deleting the customer because we still need to count the customer's bookings in reports. This is a one way process and cannot be undone!
How to wipe a customer's personal information
Open the customer from Customers.
In the customer menu on the left, click Admin.
Scroll to the GDPR section.
Click Obfuscate Data and Archive.
Click OK on "Are you sure you want to perform this action?". The page shows "Details Saved".
What Obfuscate Data and Archive changes
The customer's name becomes "GDPR Removal".
Their personal details are cleared: title, email addresses, phone numbers (mobile, landline and work), address and postcode, photo, emergency contact, partner or second contact, pick-up person and pick-up password, access instructions, ID number, transport notes, the text printed on their invoices, notes and "where heard" answer.
The text of every note on the customer and their pets is replaced with "GDPR Removal".
The emails and text messages (SMS) sent to the customer are deleted from KennelBooker.
Each pet is renamed "Pet - GDPR" and its personal details are cleared: registration, microchip, passport and tattoo numbers, insurer and insurance number, medical notes, allergies, medication and all its photos. The pet is then archived.
The customer is archived, so they no longer appear in your customer list.
What stays after Obfuscate Data and Archive
The customer's bookings and payments stay, so your reports and totals are still right. They show under the name "GDPR Removal".
Documents uploaded to the customer or their pets (for example vaccination certificates) and signed waivers aren't removed by this button. Before you wipe the customer, delete any documents you don't need to keep from the customer's Documents page, using the bin icon next to each document.
Answers to your custom questions and the pets' care records (for example care notes, care logs and report cards) stay with the bookings.
Information held outside KennelBooker isn't changed: for example the customer's records in Stripe, QuickBooks or Xero, and emails in your own mailbox. Remove those in each system if you need to.
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GDPR customer wipe: frequently asked questions
How do I delete a customer's data when they ask to be forgotten?
To remove a customer's personal data in KennelBooker, open the customer, click Admin in the customer menu, and click Obfuscate Data and Archive in the GDPR section. Confirm, and their personal details are overwritten and the customer is archived.
Can I undo Obfuscate Data and Archive?
No. KennelBooker's Obfuscate Data and Archive is a one way process and cannot be undone. The customer's details are overwritten, not hidden, so they can't be brought back.
Why aren't the customer's bookings deleted?
KennelBooker keeps the bookings and payments of a wiped customer so your reports, revenue figures and accounts stay right. The bookings show under the name "GDPR Removal" with no contact details.
Should I give the customer a copy of their data first?
If the customer has asked for a copy of their data, export it before you wipe them, because KennelBooker can't recover it afterwards. See "Export Customer Data".
What should I do about future bookings before wiping a customer?
KennelBooker doesn't cancel a customer's bookings when you wipe their data. Cancel any future bookings first if the customer won't be coming.
Can the customer still log in to the online booking portal?
No. KennelBooker clears the customer's email address and archives the account, so they can't log in. If they come back later, they sign up as a new customer.
Is the customer emailed when I wipe their data?
No. KennelBooker doesn't send the customer anything when you click Obfuscate Data and Archive. Let them know yourself if you need to confirm the request was done.
Does it remove the customer from Stripe, QuickBooks or Xero?
No. KennelBooker's Obfuscate Data and Archive only changes data in KennelBooker. Remove the customer in Stripe, QuickBooks or Xero separately if you need to.
What if a customer just wants to stop getting marketing emails?
You don't need to wipe the customer for that. KennelBooker lets you switch off emails and text messages for a customer instead. See "GDPR - Opt-out of Emails and SMS messages".
GDPR customer wipe: common problems
I can't find the Obfuscate Data and Archive button
The button isn't on the customer's details page. In KennelBooker, open the customer, click Admin in the customer menu on the left, and scroll to the GDPR section.
I wiped the wrong customer
KennelBooker can't undo Obfuscate Data and Archive. Contact support straight away with the customer's previous name and roughly when you did it, so we can tell you what can be done.
The customer's documents are still there after the wipe
KennelBooker's Obfuscate Data and Archive doesn't remove uploaded documents or signed waivers. Delete documents you don't need to keep from the customer's Documents page, using the bin icon next to each document.