How to handle the Export Customer Data Requests
Ensuring GDPR compliance often requires the ability to export customer data upon request. This guide will walk you through the steps to manage such requests using the Pandectes GDPR Compliance app on Shopify, whether the customer is logged in or has an account but is currently logged out.
There are two ways for customers to make an export request: whether they are logged in to their account or have an account but are currently logged out.
Navigate to the Customer Data Requests Page
If the customer has an account on the store but is not currently logged in, they can still request to export their data. They should visit the Customer Data Requests page on your store.
Request Data Export
The customer selects the Request Data Export option. They will need to manually enter the email address associated with their account on the store (e.g., [email protected]).
Verify the Request
After submitting the request, the customer will receive a verification email. This email is to confirm that the request was legitimate. The customer must click Verify Request in the email.
Receive Confirmation
Once the request is verified, the customer will be redirected to the Customer Data Requests page with a notification that their request has been verified. They will also receive an automated email confirming that their data export request has been received and that the data will be sent to them shortly.
Navigate to the Customer Data Requests Page
Logged-in customers should visit the Customer Data Requests page on your store.
Request Data Export
Since they are already logged in, they can simply click on the Request Data Export button without needing to input their email address.
Receive Confirmation
The customer will receive an email confirming that their data export request has been received and that the data will be sent to them shortly.
- From your Shopify Admin dashboard, click on Apps in the left-hand menu.
- Select the Pandectes GDPR Compliance app.
- Navigate to the Customer Data Requests section and click on View report. Here, you can view all customer data requests, including both logged-in customers and those who have an account but were logged out when making the request.
- From the Shopify Admin dashboard, click on Customers in the left-hand menu.
- Find the customer whose data you need to export. You can use the search bar to locate the customer by name, email, or other identifiers.
- Click on the customer's name to open their profile.
- On the customer’s profile page, click on the More actions dropdown menu.
- Select Request Customer Data and then click Export to generate the data file.
- Shopify will prepare the data and send an email to the store owner’s email address.
- Open the email from Shopify and click the download link to obtain the customer data file.
- Review the downloaded data to ensure it meets the customer's request.
- Securely send the data to the customer using a method that complies with your data protection policies, such as encrypted email or a secure file-sharing service.
To ensure seamless communication and that both customers and merchants receive necessary email notifications, make sure to configure the following settings in the Pandectes GDPR Compliance app:
You can allow guest visitors (those who have not logged in but may already have an account or have placed an order on the store) to make requests regarding their data. To enable this:
- Go to the Customer Data Requests section within the Pandectes settings.
- Check the Support guest visitors option.
To ensure that you and your customers are notified when actions are requested on their data:
- Navigate to Settings and then to Notifications within the Pandectes app.
- Enable the notifications for both the merchant and customers, ensuring that you receive email alerts whenever a data request is made or updated.
By configuring these settings, you'll be able to manage customer data requests more effectively and maintain GDPR compliance with ease.
How the Customer Makes an Export Request
There are two ways for customers to make an export request: whether they are logged in to their account or have an account but are currently logged out.
A) Customers with an Account (Logged Out)
Navigate to the Customer Data Requests Page
If the customer has an account on the store but is not currently logged in, they can still request to export their data. They should visit the Customer Data Requests page on your store.
Request Data Export
The customer selects the Request Data Export option. They will need to manually enter the email address associated with their account on the store (e.g., [email protected]).
Verify the Request
After submitting the request, the customer will receive a verification email. This email is to confirm that the request was legitimate. The customer must click Verify Request in the email.
Receive Confirmation
Once the request is verified, the customer will be redirected to the Customer Data Requests page with a notification that their request has been verified. They will also receive an automated email confirming that their data export request has been received and that the data will be sent to them shortly.
B) Logged-In Customers
Navigate to the Customer Data Requests Page
Logged-in customers should visit the Customer Data Requests page on your store.
Request Data Export
Since they are already logged in, they can simply click on the Request Data Export button without needing to input their email address.
Receive Confirmation
The customer will receive an email confirming that their data export request has been received and that the data will be sent to them shortly.
Managing Export Requests as a Merchant
1. Check if the Customer Made the Request
- From your Shopify Admin dashboard, click on Apps in the left-hand menu.
- Select the Pandectes GDPR Compliance app.
- Navigate to the Customer Data Requests section and click on View report. Here, you can view all customer data requests, including both logged-in customers and those who have an account but were logged out when making the request.
2. Navigate to the Customers Section
- From the Shopify Admin dashboard, click on Customers in the left-hand menu.
- Find the customer whose data you need to export. You can use the search bar to locate the customer by name, email, or other identifiers.
- Click on the customer's name to open their profile.
3. Export Customer Data
- On the customer’s profile page, click on the More actions dropdown menu.
- Select Request Customer Data and then click Export to generate the data file.
4. Download the Data
- Shopify will prepare the data and send an email to the store owner’s email address.
- Open the email from Shopify and click the download link to obtain the customer data file.
5. Provide the Data to the Customer
- Review the downloaded data to ensure it meets the customer's request.
- Securely send the data to the customer using a method that complies with your data protection policies, such as encrypted email or a secure file-sharing service.
To ensure seamless communication and that both customers and merchants receive necessary email notifications, make sure to configure the following settings in the Pandectes GDPR Compliance app:
1. Support Guest Visitors
You can allow guest visitors (those who have not logged in but may already have an account or have placed an order on the store) to make requests regarding their data. To enable this:
- Go to the Customer Data Requests section within the Pandectes settings.
- Check the Support guest visitors option.
2. Send & Receive Notifications
To ensure that you and your customers are notified when actions are requested on their data:
- Navigate to Settings and then to Notifications within the Pandectes app.
- Enable the notifications for both the merchant and customers, ensuring that you receive email alerts whenever a data request is made or updated.
By configuring these settings, you'll be able to manage customer data requests more effectively and maintain GDPR compliance with ease.
Updated on: 19/12/2024
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