Archive, export or anonymise a customer

Three actions look similar but do very different things. Pick the one that matches the request in front of you.

Delete and restore

Delete on a customer's row, or in the row actions, deactivates the record. The dialog says the customer will be deactivated. They disappear from the Active tab and appear under Archived, with everything intact, except that an open update link stops working. Press restore there to bring them back.

Use this for a guest you do not expect again, or for a record created by mistake.

Export data

Export data in the profile's actions menu downloads the customer's record as an Excel spreadsheet. It covers personal details, address, dive profile, health and gear, and waivers. A waiver that was requested but never signed shows "Not signed yet" in the Signed at column. The sheet Detail updates lists every change the customer made through an update link, with the field and its value before and after; for medical notes, dietary requirements and passport number it only says that they were changed or removed, because those values are never kept in the history. This is what you hand over when a customer asks what data you hold about them. There is no import in the other direction: customers arrive through your own dialog, the registration link or the booking page, not from a CSV or Excel file.

After these come the customer's bookings and money, one sheet each:

• Bookings: every booking with its number, the GR number when it was booked together with others, type, date, status and whether it was booked online. Only the customer's own bookings are listed.
• Booked together: each group the customer booked for, with its GR number, when it was booked, its first and last day and how many people. The other people's names and bookings are not in the export.
• Deposits: the deposit of each booking that asked for one, with the amount, the due date and whether it is due, paid, waived or not paid.
• Cancellations and fees: every cancelled booking and every course the customer withdrew from, with the reason, the fee percentage and the fee charged, and every no-show fee. A waived fee shows when it was waived and why.
• Bills and Charges: every bill of the customer with its lines, and the customer's own lines on a bill someone else pays. A line of another diver on the customer's bill shows no diver name.
• Payments: every payment on their bills with the method, the business day and whether it was paid online or at the dive center.
• Refunds: refunds at the dive center and to the card, with their status.
• Disputes: card disputes on their online payments.
• Documents: the invoices, credit notes and receipts issued on their bills, with number, kind, date and total. The PDFs are not in the spreadsheet; download them from the bill.
• My bill link: whether the customer's payment link is active, expired or revoked, when it was created, last sent and last used, and when it expires. The link itself is never in the export.

What the file holds depends on who exports it. Deposits and Cancellations and fees need access to this customer's bill: See every bill, or See own guests' bills for a guest on your own trips and courses. Bills, Charges, Payments, Refunds and Disputes need See every bill and View under Payments; Documents also needs See every invoice and receipt. A sheet you may not see is left out, and the Overview sheet lists it under Not in this file, so a colleague with those permissions can export the full copy.

The column headers are in your own language. The whole-centre spreadsheet of a locked dive center holds every bill of the centre, see When access has ended.

GDPR delete

GDPR delete in the same menu opens the dialog GDPR deletion - anonymise customer. It permanently erases the personal data: name, email, phone, date of birth, sex, nationality, address, passport number, medical notes and dietary requirements, plus the certifications with their numbers, gear sizes, weight, equipment notes, dive count and last dive date. It also clears the equipment note on the customer's bookings, the note on their rentals and their course attendance notes, deletes every notification in the bell that names them, removes waiver signing links that were never used, deletes their update links and the history of details they updated through them, and erases the IP address and device recorded on every waiver signature. Bookings, rentals and course records are kept under the name "Anonymised User". Confirm with Anonymise permanently.

Use this when a customer asks to be erased. It cannot be undone, and the customer no longer appears under Active or Archived, nor in the top bar search. To erase an archived customer, restore them first.

Note: Completed waivers are kept in full: the typed name, the drawn signature, the medical answers and an uploaded paper waiver file. They are your evidence if a claim is ever made, and the GDPR allows keeping data that is needed to defend legal claims. The dialog says this before you confirm. They still show up in the documents archive, exactly as this note promises.

Note: On bills, an erasure keeps the amounts, so your accounts still add up, and clears the free text of the erased guest's lines and payments, such as notes, references, void reasons and the reasons for a changed price, and the description of their free-text lines, which then show as "Charge (text removed)". The reason given for waiving a no-show fee on their bookings is cleared too; the fee stays waived. Invoices, credit notes and receipts are kept as issued, with the guest's name on them; DivePilot does not erase them. Ask your accountant how long you must keep them. The Invoice to block of the guest's bills is cleared. The guest's payment links stop working, and the amounts of their online payments stay.

Which one when