How can I adhere to GDPR requests on my Shift4Shop store?

How can I adhere to GDPR requests on my Shift4Shop store?

As part of the Global Data Protection Regulations (GDPR) compliance, there will be times when you will be required to delete EU customers' data (upon their request).

The following information will help you navigate the sections of the Shift4Shop Online Store Manager to delete the customer records and information as needed to adhere to the EU customer's "Right to be forgotten" :

Delete Orders

As orders contain customer data that falls within GDPR specifications, you will need to include orders when removing the requesting customer's data.

To Delete Orders:

1. Log into your Shift4Shop Online Store Manager
2. Using the left hand navigation menu, go to Orders >Manage Orders
3. Look to the search bar at the top of the screen and click on the "Advanced" button
4. Enter the customer's first name, last name and email address in the appropriate fields.
5. Set the order status drop down to "All"
6. Click the "Search" button to complete the search.

This will pull up every order (from every status) for the user record on your store. Once the list appears:

7. Click on the checkbox located at the top left of the grid to select all of the orders on the page.
8. Scroll down to the "Batch Actions" section and select "Delete Selected" from the drop down menu.
9. Click Apply to remove all of the orders.

Repeat the Batch Action if there are multiple pages of orders for the customer.

Delete Customer Records

Upon request, you will also need to remove the EU customer's data from your store.

To Delete Customer Records:

1. Log into your Shift4Shop Online Store Manager
2. Using the left hand navigation menu, go to Customers >Customer List
3. Look to the search bar at the top of the screen and click on the "Advanced" button
4. Enter the customer's first name, last name and email address in the appropriate fields.
5. Set both of the "Enabled" and "Groups" drop downs to "All"
6. Click the "Search" button to complete the search.

This will pull up every record (from every group and status) for the customer on your store. Once the list appears:

7. Click on the checkbox located at the top left of the grid to select all of the records on the page.
8. Scroll down to the "Batch Actions" section and select "Delete Selected" from the drop down menu.
9. Click Apply to remove all of the records.

Delete CRM Tickets

CRM tickets received to your store will also fall under GDPR specifications.

To Delete CRM Tickets

1. Log into your Shift4Shop Online Store Manager
2. Using the left hand navigation menu, go to Customers >Customer Relations
3. Look to the search bar at the top of the screen and enter the customer's Email Address into the search bar.
4. Click the "Search" button to complete the search.

This will pull up every CRM ticket for the customer's email on your store. Once the list appears:

5. Click on the checkbox located at the top left of the grid to select all of the records on the page.
6. Scroll down to the "Batch Actions" section and select "Delete Selected" from the drop down menu.
7. Click Apply to remove all of the records.

Delete Newsletter Subscriptions

Users can unsubscribe themselves freely form your store's newsletters by following the link at the bottom of each newsletter sent from your store. They may also unsubscribe directly on your store, using the built-in newsletter functionality.

You can also remove the customer's subscription yourself following these steps:

1. Log into your Shift4Shop Online Store Manager
2. Using the left hand navigation menu, go to Marketing >Newsletters
3. Look to the top right of the page and click on the "Actions" menu
4. Select "Manage Subscribers"
5. On the next page, look to the search bar at the top of the screen and enter the customer's email address.
6. Click the "Search" button to complete the search.

This will pull up every record for the customer's subscribed email address on your store. Once the list appears:

7. Click on the checkbox located at the top left of the grid to select all of the records on the page.
8. Scroll down to the "Batch Actions" section and select "Delete Selected" from the drop down menu.
9. Click Apply to remove all of the records.

Customer Reviews

Since product reviews contain the user's email address and location, you should also remove these from your store upon request from the EU customer.

1. Log into your Shift4Shop Online Store Manager
2. Using the left hand navigation menu, go to Products >Reviews
3. Look to the top right of the page and click on the "Export/Import" button
4. On the next page, click on the "Export Data" button located on the left hand side of the page

This will export a CSV file of your store's product reviews. Using your favorite spreadsheet program, open up this exported file and sort it by the "user_email" column to locate the user's reviews. (You should also remove all other entries from the spreadsheet to prevent editing the reviews you want to keep).

Once you've sorted and trimmed the list, go to the "approved" column and change the values on the cells from 1 to 0. Save this file and import it back to your store using the same Export/Import page mentioned in step 3 above.

By following these steps, you will will be marking the customer's reviews as unapproved - which will prevent them from displaying on your site. You can then go to each product's reviews individually and remove those unapproved reviews as needed.

Other Considerations

Be sure to also look through product Question and Answers as well as Blog comments for other potential entries by the customer asking to be removed.