This article covers:
What is data cleaning?
Data cleaning involves using automated tools to remove or update data to ensure it is accurate, complete, and compliant with data protection and privacy guidelines. Bookwhen offers tools that help you clean up stored customer data, specifically for inactive accounts.
What is an inactive customer?
An inactive customer is someone who has made a booking in the past but hasn't made a new booking within the time period you specify.
💡 Please note: Customers with remaining pass uses are excluded from being marked as inactive.
Setting up your preferred data retention settings
To set up your data retention settings:
Select Settings, then Booking preferences from the left-hand menu on your account.
At the bottom of the page is the Danger Zone section, which refers to settings that can have negative consequences when misused.
To open your data retentions settings, select Edit:
Select the Enable customer auto-deletion checkbox to set your preferred timeframe. The system requires you to enter your password for any changes for extra security.
The default is 18 months, but you can change this timeframe to be as short as 14 days.
Select Save.
Start date
The auto-deletion start date marks when the settings were activated.
For example, if you set the start date to 13 November 2022, the system will begin auto-deleting accounts that have been inactive for 24 months from that date.
This feature ensures a grace period before customer data is automatically deleted. This is helpful for adjusting settings or testing without immediate deletions.
💡 Please note: All team members on your account will be notified of any changes made to the data retention settings.
What data is removed?
When a customer is considered "inactive", and their account is auto-deleted, their entire customer profile is removed from your account. However, this deletion only applies to their profile on your account and not to any other Bookwhen account they may use.
The system retains their past bookings for reporting purposes but removes any personal data linked to those bookings.
When is the data removed?
After setting your data retention preferences, there is a 24-hour grace period before the auto-deletion process begins. Once started, the process will run continuously unless you turn it off.
💬 Any questions or feedback? There are two ways to get in touch:
For a quicker response, please contact us via live chat on our homepage or your account.
Or send us an email
Thank you! 🕺