Don’t Delete Data!

Sarah Verge - June 18, 2019

One of the seven principles of the GDPR is “data minimisation”, which in practice means that you should only collect and hold the personal data you need.

Don’t Delete Data!

The key word here is “personal”, so there’s no reason to be over-zealous in deleting data that doesn’t relate to an identified or identifiable individual.

Often the events that didn’t take place in your venue or during your festival can shed as much light on your operations as those that did.

Wouldn’t it be useful to have a record of why a half-a-dozen provisional wedding bookings didn’t go ahead this year or why you turned down a touring show?

Perhaps one or more never-confirmed or cancelled events could be resurrected in the future: it would save time to have the information you captured first time around readily available rather than having to re-key it.

ArtifaxEvent comes with ready-made event statuses (Confirmed, Provisional, Cancelled etc.), but you can define as many as you need, using them as filters for viewing calendars and running reports. There’s no need to clutter your calendar with events you’re not interested in.

Each status can be colour-coded and you decide whether ArtifaxEvent should treat that particular status as Confirmed, Hold or Cancelled (the latter means an event can be deleted).

The system can also be set to Check Overlaps, that is, to warn you that there’s another event in the same slot if you try to book it (which you don’t need for First/Second/Third Reserves etc.).

So, don’t delete your old events even if they never happened. That way you can get a real handle on opportunities you’ve lost or rejected to better help you with future planning.

Not using ArtifaxEvent? Contact us to find out how it could help your organisation.

Sarah Verge's avatar


Sarah Verge

Sarah is an accountant with a background in IT. In her spare time, she advises Sistema England, a music charity and is an ISPA committee member. She is a regular theatre and concert-goer: jukebox musicals are her guilty pleasure.


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