Handling Data Requests (Access, Export, Deletion)

Who is this for?

• Tenant Admins

Overview

Under GDPR, individuals (parents, staff) have the right to access their data or request its deletion. Oakline provides self-service tools to help you fulfill these requests efficiently.

Access & Exporting Data

You can export most data directly from your dashboard to provide to a user or for your own records.

What you can export:

1. Bookings: Export booking history for any period via Reports > Bookings.
2. Registers: Download daily or weekly registers via Sessions > Registers.
3. Customer Lists: Export family and child profiles via Families > Export.
4. Financial Reports: Download transaction reports via Reports > Finance.

Deletion Requests ("Right to be Forgotten")

If a parent requests secure deletion of their data:

1. Assess the Request: Confirm if you are legally required to keep the data (e.g., for tax purposes or safeguarding records).
2. Delete Data:
   • Navigate to the Family Profile.
   • Use the Delete Family button to remove the parent and associated children.
   • Note: This action is permanent and cannot be undone.
3. Retained Data: Financial transaction records (in Stripe) may be retained by the payment processor for legal audit trails even after Oakline data is deleted.

Tips & Best Practices

• Parents contacting Oakline: If a parent contacts Oakline directly regarding their data, we will direct them to you (the Controller). We cannot action requests from your customers without your explicit instruction.

Related Articles

• GDPR Basics for Schools and Organisations
• User Roles, Permissions, and Data Access