GDPR – Export and Erase Customer Data

When a guest requests access, correction or erasure, the restaurant needs to handle the request and check the information concerned. Reply as soon as possible, normally within one month of receiving it. Complex requests may allow an extension, but the guest must be informed within the first month. IMY explains rights and deadlines.

1. Verify the person and find the profile Check that the request comes from the correct person before disclosing or erasing information. Use checks appropriate to the situation and collect no more information than necessary.

Open Marknadsföring → Gäster → Register. Search by name, phone or email and open the correct guest. Check whether the person has multiple profiles.

2. Export information

1. Open the GDPR section in the guest profile.
2. Click Exportera gästdata (Export guest data).
3. Wait for the file to download. It is a JSON file, not a PDF.
4. Review the contents before sharing through an appropriate secure channel.

The file includes profile details, recorded activity, tags, campaign messages, basic matched order and booking information, and loyalty membership. It does not include every ordered item or all loyalty transactions. Large histories and older records without the correct guest link may be missing. Contact Vendion for help completing the information if needed. A successful download alone does not prove the access response is complete.

3. Correct errors or stop advertising Use Redigera (Edit) to correct profile details. If the guest only wants to stop advertising, switch off SMS opt-in and/or Email opt-in. Erasure is not needed for this. Refer guests to the unsubscribe link in campaign messages; replying STOP is not a reliable automatic unsubscribe method.

4. Erase when the request should be fulfilled

1. Review which information should be erased and which needs to be retained.
2. In GDPR, choose Radera gästdata (Erase guest data).
3. Read Radera gästdata permanent. Confirm with Radera permanent only after checking the guest and scope.
4. Check that the action succeeded. Record what was done.

This requires permission to edit guests. It deletes the guest profile and linked CRM information, including tags and campaign messages. Linked order and booking details are anonymised in the fields covered by the function, while financial transactions remain. Loyalty and stamp card links may also be affected. The action cannot be undone.

Information in separate profiles, documents, other services or incorrectly linked records needs separate review. The right to erasure has exceptions, including information needed to fulfil a legal obligation. Read IMY’s erasure guidance.

5. Reply to the guest Describe what was disclosed, corrected or erased, and explain what is retained and why. Do not state that all data was removed until the entire request has been checked.