Sometimes a customer moves away, or simply asks you to delete what you have on them. Archiving a customer hides them but keeps everything. Delete personal data actually removes it, while keeping your books intact.
Only the owner or an admin can do this, in the web app (app.clippingcash.com). Other roles don’t see the button.
1 Get what you need first
This can’t be undone. If you might need their address or job photos later, for a dispute or for your own records, save them before you start. Invoices and payments stay, so you don’t need to export those for your books.
2 Open the customer and click Delete personal data
Go to Customers and open the customer. Next to Edit customer at the top, click Delete personal data.
The dialog tells you exactly what happens:
- The customer’s name, phone, email, notes, service addresses, photos, text messages and portal access are permanently deleted.
- Active plans and autopay are stopped, and visits that have not started are cancelled.
- Invoices and payments stay with their amounts so your books still balance. They will show Deleted customer.
3 Type their name to confirm
Type the customer’s name exactly as it shows, then click Delete personal data. The button stays greyed out until the name matches, so nobody deletes the wrong customer by accident. Keep customer backs out.
When it’s done you see Personal data deleted. Invoices and payments now show “Deleted customer”.
What is kept and what is not
Kept, without their identity: the invoices, payments, refunds and credits with their amounts, and the job history, with the address and notes taken off. Your revenue reports and year-end package still add up.
Deleted: their phone, email, notes and addresses, the gate code and access notes on their properties, job photos, text conversations, portal login and the cards you had saved for them.
Not touched: invoice, receipt and statement PDFs that were already made stay as financial documents. The customer’s record in your own Stripe account is yours to manage in Stripe. Our database backups roll off on their own within about 6 months.
Texts stop too: their number is gone, so they get no reminders or invoice texts.
If the request came to us
A customer can also ask ClippingCash directly through our privacy request form. When that happens we may pass the request to you, since you are the one who holds their information. More on how we handle deletion in Account and Data Deletion.