Data Deletion Request Form and Erasure Procedure

1. Purpose

This form is used when a data subject asks Beyond Raw Data or a TourIQ operator to delete, destroy, anonymise, pseudonymise, or restrict personal data. The request must be verified and assessed before any record is deleted.

2. Request form

3. Internal handling steps

1. Log the request in the data subject request register.
2. Verify the requester's identity and authority before disclosure or deletion.
3. Mark the record as deletion requested and stop optional marketing or non-essential processing.
4. Search TourIQ records, including users, customers, bookings, booking participants, payments, receipts, quotations, support records, files, exports, logs, and linked provider records.
5. Classify each record as delete, anonymise, pseudonymise, restrict, or retain with legal basis.
6. Pause deletion for records under legal hold, active dispute, fraud review, court order, tax/accounting retention, or active booking performance.
7. Notify relevant processors or operators where their action is required.
8. Complete the deletion or restriction action and keep a minimal compliance receipt.
9. Respond to the requester within 14 days where the Kenyan General Regulations apply, or explain the lawful reason for refusal or partial refusal.

4. Deletion decision record

5. Minimum deletion receipt

Keep only what is needed to prove compliance: request ID, requester identity verification status, dates, decision, data categories acted on, lawful retention reasons, processor notifications, approving staff member, and response sent. Do not keep unnecessary copies of the deleted personal data inside the compliance receipt.