The General Data Protection Regulation (GDPR) places high demands on the storage and retention of guest data. The management and timely deletion of this data involves a great deal of manual effort. The retention periods in Gastronovi back Office can be used to start this process automatically or manually with just a few clicks.
What is the difference and what do you need to bear in mind? The support portal refers to the deletion of personal data from the system. Technically, however, this process is implemented as anonymization, which is legally regarded as deletion. The advantage of anonymization is that the data can still be used and evaluated (anonymously) in the statistics and valuable key figures are not lost.
A distinction is made between the following data: Newsletter subscriber, guest without sale, guest, regular guest and company guest.
A newsletter subscriber is a person who is only registered for the newsletter and is not linked to table reservations or sales.
A guest without a sale is a person who is entered in the system in a guest profile but is not linked to a sale. For example, this could be a no-show with a table reservation. A guest without a sale with a table reservation is kept at least until the reservation is made, even if the retention period for guests without a sale is shorter.
A guest is a person who is linked to at least one sale.
If it is not possible to link a guest to a sale or a table reservation, the guest can be manually marked as a regular guest.
If a company is entered for a guest and this guest is linked to at least one sale, fiscal data is stored for longer. The personal data is deleted after the retention period for guests has expired, but the following data is retained: company, VAT identification number, business identification number and PDF invoices. (This data will only be deleted after the retention period for company guests has expired)|
There may well be different retention periods for the different types. It is essential that you clarify this with your data protection officer or the responsible data protection authority.
The configuration and other settings for the retention periods can be found in the back office under Customers > Retention periods > Configure. Ideally, the configuration only needs to be done once and if you have activated automatic deletion, the rest will work automatically.
The settings must be applied independently, as we are not allowed to specify any default settings for legal reasons. As already mentioned in the introduction, you should contact your data protection officer or the responsible data protection authority to make sure.
Under Configure, specify the desired periods of inactivity that should apply to the individual types of personal data. Once the selected period has expired, the data is deleted.
By default, no values are preset for the retention periods, as this could be interpreted as legal advice, which we are not authorized to give. Please ensure that you set sensible values for the retention periods, as we cannot restore deleted personal data.
An error during automatic deletion could result in guest data being lost or corrupted. Despite intensive testing of the software, we cannot completely rule this out.
If you use a multi-site concept and the data is only stored in the head office, then you only need to carry out the configuration there. If you also store guest data in the branches, you must also configure the retention periods in these branches.
Automatic deletion is deactivated by default. If it is activated, all overdue data is deleted daily, depending on the configuration you have made. The deletion always takes place at night so that live operation is not disrupted by additional computing power during the day.
You select the e-mail address(es) to which the notification is sent. To do this, enter the desired e-mail address(es) in the appropriate place. (If you have several addresses, please enter them separated by commas)
You determine which notifications are sent to the selected e-mail address(es). You can choose between all pending deletions and successful deletions. (It is also possible to combine both types of notification by activating both)
If you decide against automatic deletion of data, you can also manually remove overdue personal data from the system. Under Check > Retention periods > Deletion instructions, you will find an overview of the personal data that should either have already been deleted or that is overdue for deletion within the next fourteen days.
Under Deletion instructions you will find a list of the data to be deleted. overdue data_ is summarized at the top and marked as overdue. Below this you will see further entries with overdue data that is about to be deleted.
If you do not want automatic deletion, you can initiate manual deletion here.
However, once you have requested this, the deletion will not take place immediately in order to keep the server load low and not disrupt operations. After deletion, you will receive an e-mail informing you that the process has been completed.
In the deletion notices, you can only see quite abstractly which personal data will be deleted and how many unsubscriptions from the newsletter will take place. If you would like to know more precisely which guests are behind the figures, you can view this directly in the customer file by navigating to the appropriate columns or using the search function.
You can check the action log to see which changes have been made to the system.
Here you will find the following information on retention periods:
Here you will find a collection of frequently asked questions and formulated problems as well as the appropriate answer or solution.
No, if the personal data has been anonymized, it is no longer possible for us to determine which guest is behind the data record. In this case, a new guest profile would be created when the reservation is made.
Unfortunately, we cannot restore this data, as the personal data has been completely deleted in accordance with the GDPR and we no longer have access to it.
No, the system calculates the GDPR type automatically from the available data. The following information is included:
| GDPR type | Calculation |
|---|---|
| Newsletter subscriber | Newsletter subscription; no sale; not verified |
| Guest without sale | no newsletter subscription; no sale; not verified |
| Guest | at least one sale; no company registered; not verified |
| Regular guest | verified |
| Company guest | at least one sale; company registered |
The system automatically extends the retention period for guest profiles when a guest performs the following actions: Table reservation Sale Manual adjustment of the guest profile Newsletter registration
Yes, the customer cards remain valid. However, you will no longer be able to trace which person held the customer card. It is therefore not possible to issue a new customer card retrospectively if the person has lost the customer card.
To mark a customer as a regular guest, they must be marked as reviewed. This gives the entry regular guest status in the database.
If you have any further questions, please contact our application support by phone + 49 421 / 40 89 420 or use the contact form.