When a guest asks you to remove their personal data, you can delete their guest record in Venue Manager. Deleting a guest obfuscates or removes their personal details everywhere they appear in ROLLER, including bookings, memberships, waivers and reports, so you can respond to privacy requests under laws like GDPR and CCPA.
This guide shows you what to check before you delete a guest, how to delete their data and what changes afterward.
The permission required to delete guest records is Can merge and delete guests. Administrator and manager system roles have this permission enabled by default.
About privacy requirements
Guests can ask you to delete their personal data under regulations like GDPR and CCPA.
To learn more about ROLLER's role as your data processor and what you're responsible for, see How ROLLER handles guest data under GDPR and other privacy laws.
Before you start
If you receive a request to delete a guest's data, be sure to check if your guest has any of the following that will need attention before the deletion:
Scheduled membership payments
Active membership
Unpaid bookings
Upcoming bookings already scheduled
Waivers that may need to be downloaded for your records
Delete guest data
To delete the data of a guest:
From Venue Manager, go to Guests > All guests.
Select the name of the guest whose data you want to delete.
Select the options menu (3 dots) at the top right corner of the screen.
Select Delete guest.
ROLLER then obfuscates or deletes their personal data across bookings, memberships, waivers and reports and notifies you via your email. See the guide Add policies: terms & conditions, privacy and subscriber opt-in to configure this email address.
What changes after you delete a guest
When a guest record is deleted ROLLER will obfuscate the guest data by randomizing or deleting all personally identifiable data including if recorded:
First and last name are obfuscated
Email is obfuscated
Address is deleted
Phone number is deleted
Date of birth is deleted
A deletion action will be reflected in the Guest record, memberships, booking ticket holder, activity stream, waivers and forms. Once a guest's information has been obfuscated, their personal information will no longer be visible, and in the place of a guest's name, you will see the name "Deleted User" on all reports where the guest is being referenced.
Figures that no longer identify anyone stay in your reports, such as total spend and visit counts. They appear against "Deleted User" instead of the guest's name, so your totals still include them.