Customers asking to see, correct or delete data

The store controls its customers' data and answers their PDPA requests. Check identity first; view and correct data in the app; deletion goes through support.

Who can do this:

Owner, Store Admin, Manager, Supervisor-Approver, Cashier, Appraiser, Accountant, Auditor, Privacy Officer (role defaults; the owner can change them)

Under the PDPA, customers have the right to see, get a copy of, correct or delete their personal data. For a store's customers, the store is the data controller, so it receives the requests and answers the customer. This page explains how far the system helps today.

First, check who is asking

• Ask the customer to show their original ID card, or confirm through a channel the store already has, such as the phone number on record.

• Never give data to someone claiming to be the customer's relative or friend.

• Note the date of the request, what was asked and how you checked identity, and keep it as evidence.

Answer the customer within the time the law sets, and tell them, with reasons, if part of a request can't be met.

The customer wants to see or get a copy of their data

• Open the customer's page. Someone with View sensitive data (ID number/address) taps Show full details to see everything; see Reveal a customer's full ID and contact details.

• If the customer wants a file, the owner downloads the full store file from Export store data, then picks out that customer's rows to send. See Export all your store data.

• There is no button yet to export one customer's data on its own, and the full store export doesn't yet include consent and verification history.

The customer wants their data corrected

• Name, address, phone and general details can be changed on the customer edit page; every change is recorded.

• Financial documents already made, such as purchase vouchers, can't be edited. If a document is wrong, void it and make it again. See Why bills can't be deleted, and voids are used instead.

The customer wants their data deleted

For now, deleting or anonymising a customer's data is done by the support team.

1. The owner contacts the team from the email address of the owner's account, with the customer code and how identity was checked. See Contact the team with a reference code.

2. The team acts on the owner's instruction and records what was done for audit.

3. Tell the customer the outcome, including any data that must still be kept and why.

Good to know:

• If the customer has purchases, sales or items in the system, they are not deleted, because the store must keep these records by law. Tell the customer what is kept and why.

• For a customer with no transactions, the team removes the name and contact details and takes them off the customer list.

• Copies in backups disappear as the backups age out.

The customer doesn't want news

Switch off Receive news and promotions from the store on the customer's page. See PDPA consent by purpose.