Enter your idea

With red and green lights on the small left part of each and every contact - it could be good idea to show that if they're active or inactive supplier or customers.
Let's say if we don't issue an invoice, or receive any bills from respective customer/supplier, within more than 2-3 years or so, perhaps they can be shown with red light, which will let an user to have idea if any action to be taken.

Because as in the attached ss, it can be seen that we have many contacts of which many are inactive, or was one-off transaction with them. Obviously to be noted that if there are any supplier/customers that will still be paid or received funds, they are still active.

Regards,
Parvin

This would be a brilliant addition to Xero, It would make tidying up the system so much easier!

Xero is not being GDPR compliant and risks significant penalties.

Finally got some time to start clearing out unused contacts only to find there is no way to identify the inactive ones. We have over 7,000 contacts so it would be really good to be able to produce a report so I don't have to click on every single contact and do it one by one

just had to manually open 2500 contacts to check when last used and manually archived 2100 individual accounts.

Would also love to see an easier way to see duplicate contacts or near duplicate contacts to merge. Again, 4k of contacts is a nightmare to look through for duplicates using an exported contact csv file.

Would love to see an easier option of archiving old contacts. Option of 2/3/5 years of non use to archive would make ploughing through almost 4000 contacts a little easier.

We are a charity rescue and most ‘customers’ are adopters and only have 1 transaction with us. We are mostly online payments now but have 10 years or adopters data we need to archive. This is essential will privacy becoming more focused on than ever.

Surely you have something in place for your UK and Europe customers

Yes please, I am not not able to find a simpler method to archive contacts more than 2 years old with no activity. Have to click on each and archive individually. A bulk option would be so much better.

Auto archive functionality for contacts.

To help keep Xero records accurate and up to date while at the same time reducing administration time. The functionality would work by specifying a trigger and timescale, such as no purchase within the last 3 years to then automatically archive that contact.

This would have benefit not just within Xero but also for organisations using third-party integrations by ensuring that customers and suppliers records are relevant and up to date.

Yes please! I need this also.
I ran a Receivables Invoice Summary by group so have the names to keep, but it means going through 1 by 1...

The EU's GDPR states that data must not be retained "longer than necessary". In the UK, a sensible rule of thumb for this is 6 years to be able to provide records to the tax authority as needed, but our business does not need to keep records longer than this and our data retention policy states to customers that we will not keep their data longer than 7 years.

We have tens of thousands of "contact" records in xero but there is no way to delete the details of customers that have not interacted with us 7 years.

Xero should allow users to set a "data retention period" in the settings and when this time passes, it should provide a tool that allows the PII of customers to be purged from the system and no longer saved.

Xero has a responsibility as a "Data Processor" under GDPR. Data processors and sub-processors are responsible for processing personal data on behalf of the controller. They must follow the controller’s instructions, including abiding by a data retention timeframe, which should be set out in the contract or data processing agreement. Details should also include what will happen to the personal data once the contract is terminated.