Your guests’ data: what is kept, and for how long

What is kept about a guest

A booking keeps the guest’s name, email and phone number, the booking itself and how the evening ended, and what the guest chose to add: a request, a dietary note, the consents they ticked and a rating after the visit. There is no payment field anywhere, on any plan.

Your guest book is yours. Restaurants under one owner share it; another owner never sees it, and nothing in it is sold or used to advertise.

For how long

Twenty-four months after a guest’s last visit, if they have no guest account and nothing booked ahead, their email address, phone number and dietary record are removed by themselves. The bookings and the visit history stay, so your numbers do not change.

Nobody has to ask for it, and most guests never would. The site’s Privacy page, in its footer, lists every period, from the no-show marks to the office’s record of changes.

The consent tick and news

To book, a guest ticks one line: that your restaurant keeps their details to manage the booking, and uses any allergies they add to prepare their meal. A booking cannot be sent without it.

A second box, for news from your restaurant, is optional and never blocks a booking. ResOlio sends no news under it: it records who agreed, and when.

A guest withdraws it with Unsubscribe with one click at the foot of a reminder, which also stops your reminders to them; ticking the box on a later booking gives it again. On Pro, the guest list you download fills its Agreed to news column only where the consent still stands.

When a guest asks

A guest may ask what you hold about them, or to be erased. On every plan, an Office tablet finds the guest by their email address or phone number, downloads their record and erases it (see exporting and erasing a guest).

An erasure clears the name, the contact details, the dietary record, your notes about them and every word they typed, and cancels what they had booked ahead. The date, time, party size and outcome of past bookings stay.

The data processing agreement

Your restaurant decides what happens to its guests’ details, and ResOlio holds them for you only to run your bookings: you are the controller, ResOlio the processor. The site’s Data processing page sums up the agreement: what is held, for how long, which four companies help, and what happens if something goes wrong.

For a signed copy, write to hello@resolio.app and say which of your restaurants it should cover.

Pausing or closing the account

To stop for a while, press Pause the plan in Settings › Plan: your page stops taking bookings, and your tables, guests and history wait for you until you switch the plan back on.

To close the account for good, write to hello@resolio.app from the address your account signs in with. There is no button for it in the office, and no delete for a restaurant anywhere in the product. We confirm what will happen, and your page stops taking bookings that day; everything is deleted 30 days later, and until then one email undoes it. We tell you when it is done.

Take your figures first: the covers by day from Insights on every plan, and on Pro the turned-away report and your guest list. For every booking as well, write to us and we send it.