Data protection: customer list, data export, locked files

Data Protection (GDPR): Customer List, Data Export, Disconnected Links, and Locked Files

This page consolidates the data protection tools for owners. You can find it in the menu under Settings → Account & data → Privacy (GDPR) (/manager/settings/gdpr). At the top is the label “GDPR” and five tabs: “Customers”, “Export requests”, “Audit log”, “Unlinked profiles”, and “Locked”. You can also navigate directly to a tab, for example, by adding ?tab=exports, ?tab=audit, ?tab=decouplings, or ?tab=locked after the address.

Non-owners see card “Access denied” instead of the tabs. The menu item is still visible to all managers.

Tab “Customers”

A searchable list of the location's customers with columns “Client”, “Email”, and “Registered” (the last two are missing on mobile devices). You can sort by name or registration date; by default, the most recent entries appear at the top. Tapping a row or Details in the row menu opens “Customer details” with “Personal information”: name, email, and registration date. This window does not display any additional information. You can view the customer file itself under Customers → Customer List (see “Create, search for, and view customer files”).

Tab “Export requests”

Here you can request a data export of your own user account—that is, the information Terminz has stored about you as an individual. This is not an export of your customers' data. The table is labeled “My data exports” and contains the columns “Requested”, “Status”, “Format”, and “Completed”. “No export requests found” is left blank.

1. Tap Create export in the upper-right corner of the table. There is no form or dropdown menu; the format is always JSON.
2. The message “Export requested – Your data export has been requested. You will be notified when it is ready” appears. The page checks for updates every 15 seconds as long as an export is pending.
3. The status changes from “Pending” to “In progress” to “Completed”. If there's a problem, it will show “Failed”.
4. Once the export is complete, download it from the row menu using Download. The entry remains available for download for 7 days; after that, the status changes to “Expired”.

If you already have an export in progress, Terminz won't create a second one; instead, it will display the existing one.

Tab “Audit log”

A simple overview without any controls: “GDPR activity overview”. It lists three items that run automatically: “Automated data retention enforcement” (daily, automated), “Consent records with IP & timestamp” (per user, upon change), and “Data export requests & downloads” (see the Export Requests tab). The tab does not list individual entries.

Tab “Unlinked profiles”

A person's Terminz profile belongs to that person. If they link it to your location, you'll only see what they choose to share with you. If a person declines the link, something changes for you, and that's exactly what's shown here. Table “Unlinked profiles” has columns “Name”, “What changed” (for example, “3 appointments now as walk-in customers,” “1 till sale without customer reference,” “1 series completed”), “Invoices” with the relevant invoice numbers, “Handover”, and “Unlinked on”. If it is empty, it shows “Nobody has declined a link yet.”

Column “Handover” displays “Open”, “File ready”, or “Received”; for health data, it also displays “Contains health data”. In the row menu:

• Download file: only if a transfer file exists. It contains the information about the person that was recorded in your industry profiles. Terminz asks “Download the handover file?” beforehand and requests that you save the file only where your other customer data is stored. Afterward, “File downloaded. Mark the entry as received once you've stored it.” appears there
• Mark as received: only as long as the entry has not been received. Terminz asks “Mark as received?”. If a transfer file exists, Terminz deletes it afterward. The entry remains with its figures as proof.

Tab “Locked”

If a person deletes their account, their customer file disappears from the main interface. If it needs to be retained, it ends up here. Table “Locked” (empty: “No locked customer files”) has the columns “Name”, “Locked until”, “Reason”, “Contents”, “Appointments”, “Status”, and “Locked on”:

• Reason: “Treatment documentation” or “Defense against claims”.
• Contents: “With notes”, the type of industry profile (medical, fitness, automotive, client, pet), and “Contains health data”.
• Appointments: how many appointments were canceled during deletion.
• Status: “New” or “Noted”.

A brief help text at the top explains the tab. The file may only be used for statutory retention or to defend against claims, and every access is logged. Once the retention period expires, Terminz automatically deletes the file.

In the row menu:

• View details: Opens the file with the notes and all industry profiles. The window begins with a note explaining what you're allowed to use it for.
• Delete now: deletes the file before the retention period expires. Check your retention requirements first. Notes and industry information will be permanently deleted; receipts and invoices will remain. To confirm, enter the code “DELETE FILE”.

To select multiple lines, check the box, and Noted sets them all to this status.

Frequently Asked Questions

Where do I export my customers' data? Not here. The export in this tab applies only to your own user account. You can view the customer list in tab “Customers”, and individual files under Customers → Customer List.

Why do I see “Access denied”? This page is only accessible to the owner of the location or the legal entity.

Can I choose the format in “Create export”? No, it's always JSON.

Where do I enter the legal notice and privacy policy? Under Settings → Account & Data → Legal (see “Upload your legal notice, privacy policy, and terms of service”).