Consent for processing data doesn’t last forever. Your diner's personal information is retained for the purposes of making a booking and if diners opt-in to marketing. In the case of making a booking, it can only be used for a limited time, so you must ensure to have a retention period in place.
Under the GDPR, restaurants must establish a retention period for customer data. This involves deciding how long to keep the data and securely deleting or anonymizing it once the retention period ends. There is no fixed duration for retaining customer data. You should only keep it as long as necessary and document their retention policy in their privacy notice.
📌 Note: A Privacy notice or policy is a legal statement that specifies how a business processes the personal data it collects.
Set your data retention policy by watching the video below or follow the steps provided.
Update your date retention settings
Follow the steps below to set when your customer data is deleted:
⚠️ Warning: As soon as you update your retention settings the customer data following your preference will be anonymised and cannot be reverted. If you have multiple diaries in a group, the same retention period will be applied to all the venues within the group.
Click Promote, then Privacy Settings.
Locate customer data retention settings.
Update the text field with the number of months.
Click Save.
📌 Note: Once the customer has been anonymised you'll see them as customer deleted on the diary. The data update job runs constantly in the background in a queue based format, it may take up to 24 hours to anonymise all the relevant data.
Update your privacy policy
Follow the steps below to update your privacy notice:
Click Settings, then Terms and Conditions/ Privacy Policy.
Click Privacy Policy.
Click the Edit icon.
Complete the text box with your privacy policy details.
Click Save.
Implement GDPR Data Retention
The GDPR states that personal data may only be kept in a form that permits identification of the individual for no longer than is necessary for the purposes for which it was processed. Therefore, you can choose to set your own retention period. With this feature you'll need to decide your policy for how long you want to keep personal data. You'll need to justify your reasoning, however long their data retention period. So, if your customer has not interacted with a restaurant group within set months and has no planned future interactions, then their customer record will be automatically anonymised by the system. Interactions can include:
Bookings or visits
Gift vouchers
Function enquiries.
Customer registration
Pre orders.
The following details will be cleared only if applicable:
Personal details: Such as email, phone number, address, marketing opt-in preferences, customer codes and comments
Credit card details.
Avios membership number.
Link to the portal user account: The customer can delete their own portal account
Customer interests.
Pre order details: This includes guest details and history in case the customer was a guest in a booking that had a pre order.
Contact details in vouchers.
The following details will be retained after anonymisation:
Booking data.
Pre order data.
Function enquiry data.
Voucher data.
Reviews: This will be anonymised.