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Deleting Constituents

Simon Davidson
$organization

Hi,

We've started inactivating constituents that haven't purchased tickets in over 3 years, so that Marketing can't accidentally send them any mailing etc.  However, I've just had a nice chat with a lady at the ICO who says that might not be enough to satisfy the Data Protection Act.

The act states that information should be kept for no longer than is necessary, so in our case that would be 3 years (we could maybe stretch it to 6 years for accounting, maybe a little bit more for reporting).  Though I can't see how we can delete the customer because of ties to the transactions tables.  The ICO said they wouldn't accept this "technical" reason for retetion as an excuse if a customer made a complaint.

Is it possible to delete a customer?  Or some how make the record anonymous?

How are other organisations dealing with this issue?

 

Thanks for any help!

Parents
  • $organization
    1024x768 Clean false false false EN-US X-NONE X-NONE MicrosoftInternetExplorer4

    Our crack Development department generated a list of the “problem” accounts, then split that into 10 or so smaller lists to work through. Development did the bulk of the work themselves, but we did have Call Center reservationists also do the merges manually.

     

    From: Tessitura Marketing Forum [mailto:forums-marketing@tessituranetwork.com] On Behalf Of Simon Davidson
    Sent: Monday, August 22, 2011 9:27 AM
    To: rbernard@smm.org
    Subject: RE: [Tessitura Marketing Forum] Deleting Constituents

     

    Hi Ray,

     

    Thanks for your reply.  How are you doing that?  Are you getting box office staff to check the old records and schedule them for merging or have you written a script for it?

     

    Thanks

    From: Ray Bernard <bounce-raymondbernard7790@tessituranetwork.com>
    Sent: 8/22/2011 8:55:56 AM

    1024x768 Clean false false false EN-US X-NONE X-NONE MicrosoftInternetExplorer4

    Hi,

    As part of our data clean-up in advance of the v.11 Migration, we have merged accounts with incomplete constituent information, but with order history, into a single  “Annonymous” account. It does take a bit of work, depending on how many records you have . This may work for your purposes.

    Ray

     

     

     

    From: Tessitura Marketing Forum [mailto:forums-marketing@tessituranetwork.com] On Behalf Of Simon Davidson
    Sent: Monday, August 22, 2011 4:47 AM
    To: rbernard@smm.org
    Subject: [Tessitura Marketing Forum] Deleting Constituents

     

    Hi,

    We've started inactivating constituents that haven't purchased tickets in over 3 years, so that Marketing can't accidentally send them any mailing etc.  However, I've just had a nice chat with a lady at the ICO who says that might not be enough to satisfy the Data Protection Act.

    The act states that information should be kept for no longer than is necessary, so in our case that would be 3 years (we could maybe stretch it to 6 years for accounting, maybe a little bit more for reporting).  Though I can't see how we can delete the customer because of ties to the transactions tables.  The ICO said they wouldn't accept this "technical" reason for retetion as an excuse if a customer made a complaint.

    Is it possible to delete a customer?  Or some how make the record anonymous?

    How are other organisations dealing with this issue?

     

    Thanks for any help!




    This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Marketing Forum. You may reply to this message to post to the Marketing forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!




    This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Marketing Forum. You may reply to this message to post to the Marketing forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!

Reply
  • $organization
    1024x768 Clean false false false EN-US X-NONE X-NONE MicrosoftInternetExplorer4

    Our crack Development department generated a list of the “problem” accounts, then split that into 10 or so smaller lists to work through. Development did the bulk of the work themselves, but we did have Call Center reservationists also do the merges manually.

     

    From: Tessitura Marketing Forum [mailto:forums-marketing@tessituranetwork.com] On Behalf Of Simon Davidson
    Sent: Monday, August 22, 2011 9:27 AM
    To: rbernard@smm.org
    Subject: RE: [Tessitura Marketing Forum] Deleting Constituents

     

    Hi Ray,

     

    Thanks for your reply.  How are you doing that?  Are you getting box office staff to check the old records and schedule them for merging or have you written a script for it?

     

    Thanks

    From: Ray Bernard <bounce-raymondbernard7790@tessituranetwork.com>
    Sent: 8/22/2011 8:55:56 AM

    1024x768 Clean false false false EN-US X-NONE X-NONE MicrosoftInternetExplorer4

    Hi,

    As part of our data clean-up in advance of the v.11 Migration, we have merged accounts with incomplete constituent information, but with order history, into a single  “Annonymous” account. It does take a bit of work, depending on how many records you have . This may work for your purposes.

    Ray

     

     

     

    From: Tessitura Marketing Forum [mailto:forums-marketing@tessituranetwork.com] On Behalf Of Simon Davidson
    Sent: Monday, August 22, 2011 4:47 AM
    To: rbernard@smm.org
    Subject: [Tessitura Marketing Forum] Deleting Constituents

     

    Hi,

    We've started inactivating constituents that haven't purchased tickets in over 3 years, so that Marketing can't accidentally send them any mailing etc.  However, I've just had a nice chat with a lady at the ICO who says that might not be enough to satisfy the Data Protection Act.

    The act states that information should be kept for no longer than is necessary, so in our case that would be 3 years (we could maybe stretch it to 6 years for accounting, maybe a little bit more for reporting).  Though I can't see how we can delete the customer because of ties to the transactions tables.  The ICO said they wouldn't accept this "technical" reason for retetion as an excuse if a customer made a complaint.

    Is it possible to delete a customer?  Or some how make the record anonymous?

    How are other organisations dealing with this issue?

     

    Thanks for any help!




    This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Marketing Forum. You may reply to this message to post to the Marketing forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!




    This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Marketing Forum. You may reply to this message to post to the Marketing forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!

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