Archive, export, anonymize

On a client’s page, several actions manage the end of the record’s life. Each one requires a specific permission: a missing button means your role does not grant it (the server refuses anyway).

Archive and restore

Permission: Archive and restore clients.

These actions are in the ⋯ menu (“More actions”) of the client’s page.

Archive removes a client from the default list (filter Status: Active) without erasing anything. An archived client is read-only: it cannot be edited and cannot become the holder of a vehicle. Restore puts it back into service. Archiving is reversible: it is the right choice for a client who no longer comes.

Delete a record with no history

Permission: Delete a client with no history.

Delete permanently erases the record, its contacts and its documents (files included). Only a record with no history (no vehicle held, current or past, no work order and no quote) can be deleted, for example a record created by mistake. A client who has a work order or a quote can no longer be deleted: archive (or anonymize) them.

Export a client’s data

Permission: Export a client’s data. Exporting a client also requires the View vehicles permission: the export always contains the registration plates of their vehicles. The export of a record that absorbed others also contains their original details, quotes and signed documents (mergedClients), as well as the client’s source.

Export downloads a ZIP archive named client-<identifier>.zip (the name contains no personal data). It contains:

client.json: the garage name, the client’s record (including the address and its geocoded position), the contacts and their consents (with, for each one, who made the last change: the garage, the client through the opt-out link or the sending provider), their notifications, and the vehicles held: for each one, the holding periods, the notes (for the current holding only) and the mileage readings of each period, the work orders for which the person is the client, their quotes, as well as the list of documents;
the documents/ folder: the photos and documents of the client, of their vehicles uploaded during their holdings and of their work orders, numbered (001-…, 002-…). A document still being scanned, quarantined or in error is not included (it remains listed in client.json).

For each work order for which the person is the client: number, date, status, subject, symptoms, diagnosis, work done, mileage, vehicle, lines and totals, appointments, comments (without their author) and invoices of the work order (number, date, state: current, corrected or cancelled by a credit note, with the credit note number), and questions asked to the workshop assistant about the work order (question as it was sent, hence masked, date, state and summary of the answer). Invoices are exported without the name of the person who entered the number, questions without the name of the person who asked them. Work orders done for another client on the same vehicle are not included. Work orders appear only if your role allows viewing them (View work orders); appointments, with View the schedule; the plate, with View vehicles.

For each quote issued for the person (each version, from the oldest to the most recent): work order number, quote number and version, issue and validity end dates, estimated downtime, subject, symptoms, mileage, vehicle, garage and client details as they appeared on the quote, lines (with the parts included in a fixed-price service), amounts excluding VAT, VAT per rate and including VAT, terms, and the customer response (acceptance, decline or replacement by a new version, date, mode, note, reused parts choice). A quote issued before the work order changed client stays in the export of the client of that time. Quotes are exported without the name of the person who issued them or entered the response, and only if your role allows viewing work orders. The sent quote PDFs are among the documents, with their quote: that of a quote issued for a former client of the work order is not in the export of the next client.

For the counter: the counter sales made to the person (number, kind, date, total, lines) and their customer orders (number, status, note, lines, cancellation reason), if your role allows viewing work orders; the gift cards they bought (amount, dates, beneficiary, message, never the code), if your role allows viewing payments.

For each action proposal of the workshop assistant or of the Agent page that targets the person (or that created their record), whichever member received it: action, status (pending, confirmed, refused, expired, replaced), origin, dates of the proposal and of the decision, and the fields of the record shown to the member. Neither the member’s name, nor the note of a refusal, nor any data of another client (flagged duplicate, designated vehicle) is included. Proposals are in any case erased by the automatic purge, and deleted when the client is anonymised.

For each notification sent or planned for the client (appointment confirmation, day-before reminder, vehicle ready, sending of a quote with its number): kind, channel, status, reason for not sending, planned and sending dates, email address used and language. The content of the emails is never kept, so it is not exported; neither is the name of the person who triggered the sending. Notifications are in any case erased 90 days after their last change.

The archive is built in your browser, which downloads the files one by one: wait until the download is complete, especially if there are many photos. Garage+ keeps no copy. The confirmation message appears once the archive is ready. If a file could not be retrieved (network interruption, document deleted in the meantime), the export is still provided: a warning is shown and documents/fichiers-manquants.txt lists the missing files; run the export again to get them. If your session expired or your permission was removed during the export, it stops with a message, without an archive. The archive is assembled in the device’s memory (up to 2 GB): on a tablet, export a client with many documents from a computer instead. If an archive exceeds 2 GB, the export is refused: the message says so. Give the archive to the person exercising their right of access or portability (GDPR). Every export is logged.

Anonymize

Permission: Anonymize a client (permanent).

Anonymization answers an erasure request. It is permanent: a checkbox confirms that you understand this. Remember to export the data first, if the person asked for it.

What is erased: company name, SIRET, VAT number, address and location, notes, display name, and for each contact the last name, first name, role, email, phone numbers and consents.

What is kept: the vehicles, the holder history (attached to a client with no identity, shown as “Anonymized client”), the mileage readings and the audit log (which contains no personal data). The client is archived and their current holdings are closed.

Merged records: anonymizing a record also anonymizes the records merged into it; a merged record cannot be anonymized on its own. The client’s source and the description of the kept documents are erased too.

Work orders: they are kept without identity (subject, symptoms, diagnosis, work done, mileage, lines and totals, appointments), shown as “Anonymized client”, then read-only. Their comments are deleted, as are the documents you uploaded to them in the administrative, invoice, quote, vehicle reception form, estimate, repair order or vehicle return form category; the other documents of the work orders are kept without their original name. Documents issued by Garage+ are never touched (below).

Questions to the workshop assistant: those asked about their work orders, and on the record of their vehicles while they held them, are deleted. Afterwards, the assistant can no longer be asked about their work orders, and their text is no longer sent to the assistant.

Notifications: all of the client’s notifications (sent, planned or not sent) are deleted, including the address used. Only their number is written to the audit log.

Issued documents: kept as issued

The documents issued for this client are kept in full, the client’s name and address included, because the law requires keeping them: erasure does not apply to data that a legal obligation requires to keep, nor to the proof of a contract (GDPR, Article 17(3), points b and e).

Invoices and credit notes issued by Garage+: frozen copies (client identity, lines, amounts), original PDF, duplicates handed over or sent and their count, fiscal journal entries (NF525). The chain verification stays intact after the anonymization.
Issued quotes: each version with the client’s details as they appeared on the quote, its lines, amounts and responses, and its PDF. Only the note of the response (the garage’s free text, never printed) is erased.
Completed signed documents (vehicle reception and return forms, repair estimates, repair orders, quotes signed on screen): the document as it was signed, the names and drawings of the signatures and the signed PDF; their verification stays “intact”.

These PDFs cannot be deleted or renamed, even by hand (“kept, legal obligation”); only their description (your note, never printed) is erased. Only a quote PDF left in scan error can be deleted, to be rendered again at the next sending. Documents awaiting signature and signature links still open are cancelled; the signatures already made on them and the client’s and depositor’s details they carried are erased. Invoice copies uploaded by hand (category Invoice, invoices from other software) remain personal documents: they are deleted; the numbers and dates of these invoices stay linked to the work orders. Afterwards, no quote can be issued, sent or receive a response for this client any more, and no invoice can be issued to them.

The anonymized record says so and still lists its issued documents (“Issued documents” section). Their retention period (10 years for invoices) is the legal one; purging them when it ends will come in a later release.

If anonymization is started a second time on the same record, Garage+ simply says that the client is already anonymized.