Module 08 · Platform
Compliance isn't left to you: data and receipts in order
Credit, loyalty and ordering all involve personal data and money movement. Cheers documents data handling from consent through to deletion, and every credit purchase produces a sequentially numbered receipt, as accounting rules require. Guest data, credit movements and campaign sends stay inside the same system instead of sitting with three separate providers.
Who it is for
For the owner and the venue manager who want to be able to explain to their accountant and their data protection adviser what happens to guest data and to money paid in advance. At canteens, corporate sites and multi-venue groups this is usually the first question. And for venues where guests top up larger amounts up front, and the owner wants that money to be traceable all the way through.
How it works
Consent is captured at sign-up
The guest provides their data and their consent when they register — documented, not on a piece of paper behind the bar or in a shared spreadsheet. Everything that happens afterwards is tied to that consent.
Every movement leaves a trace
Credit and reward movements are auditable: you can look up when something was credited or debited, and which transaction it belonged to. A credit purchase produces a sequentially numbered receipt, and invoicing is reported automatically. Your analytics run on the same data, so the financial statement and the marketing don't tell two different stories.
Access and deletion under control
In the backoffice, permission levels govern who sees what and who can change it. If a guest asks to be deleted, there's a documented process for it — not ad-hoc digging around in the database. Access stops being an informal habit attached to individuals and becomes a configured level.
What you get out of it
Your accountant accepts it
Prepaid credit isn't an unaccountable line: it comes with a sequentially numbered receipt, and the automatic invoice report is usable at the monthly close.
Disputed items can be looked up
If a guest says they never got the top-up or the reward, you're not arguing from memory: the movement is right there in the transaction history.
Not everyone sees everything
With permission levels, the bartender, the venue manager and the owner each get a different view and a different slice of the data — guest data isn't common property inside the team.
One database, not five spreadsheets
Every transaction, campaign and guest movement lives in one place, so guest data doesn't scatter across Excel files, personal phones and an old newsletter tool.
More detail
- Sequentially numbered receipt
- Auditable transactions
- Automatic invoice report
- Permission levels
Frequently asked questions
Do I have to write the privacy notice myself?
Data handling, consent and deletion are documented processes inside the system. Who holds which role in your own documents, and what needs adding to your on-site process, is something we go through together in the free assessment. If your notice is being drafted right now, this is a good moment to schedule it: during the setup stage, before launch, everything can still be reviewed calmly.
What happens when a guest asks for their data to be deleted?
There's a documented process for that, just as there is for giving consent. How a deletion request relates to keeping accounting receipts is something we walk through in the assessment — this is the point where your accountant and your data protection adviser tend to speak up.
How does prepaid credit become a bookable item?
A top-up produces a sequentially numbered receipt, transactions are auditable, and invoicing is reported automatically. Your accountant works from the same report you do — not from lists compiled by hand.
What about staff access when someone leaves?
You manage access in the backoffice through permission levels, so a departing colleague's access can be revoked without touching guest data or the transaction history.
Bring the questions your accountant and your data adviser asked.
In the free assessment we walk through data handling, receipts and permission levels before anything gets configured.