How to delete respondent's data

This article outlines the steps you may take if a respondent asks you to delete their data from your account.

They may ask to partially remove it (for example, they do not want you to store their personal details), or completely (removal of their responses and profile data).

If respondent's data is stored in a Contact Manager or Data Model

If the data is stored in a Contact Manager or a Data Model, you may go to the appropriate tab, find the record and click the Edit button next to it to remove information from certain fields. If you need to delete the whole record, select it and click the Delete Selected button at the bottom.

If a Contact requests to edit/delete their responses

If a Contact requests to edit or delete their responses, you may follow these steps:

1. Go to the Contacts page, find the appropriate Contact Manager and search for the Contact.

2. To see the list of Forms and Tasks they completed, click the View link next to the Contact. Their Completed and In Progress responses will be hyperlinked, so you may view them.

3. Click the Edit button to edit a response and remove specific data from certain questions. If a question is set as Must Answer, you will need to provide some dummy data instead. Go through all form pages and click the Submit button on the last page to resubmit this response.

4. Click the Delete Response button to delete the response completely. You won't be able to restore it, so please take extra caution.

If a Contact was submitting forms attached to Tasks, the Delete Response button will be missing. Responses attached to Tasks can be removed by going to the Tasks page → View Tasks. There, find the appropriate Task, select it and click Delete on top.

If respondent's data is stored in Reports

In other cases, when forms are not launched to the Contact Manager, the respondent’s data may be found and edited in Reports, or deleted from them.

To edit or delete a Report by Respondent, first you need to locate it. You may find it on the Manage Responses page, by setting up a Filter in the Custom report, by looking through the exported data file, or through different categories of responses on the Form Information pane.
Once you have located a response, click the Edit button to edit it and remove specific data from certain questions. If a question is set as Must Answer, you will need to provide some dummy data instead. Go through all form pages and click the Submit button on the last page to resubmit this response.

If you need to remove the response completely, click the Delete Response button.

Deleting responses in bulk

If you need to delete responses in bulk, you may do so from the Standard or Custom report.

1. Go to the Reports page by clicking the Reports tab on top of the page or from the Form Information pane on the right.

2. Select the Report from which you would like to delete responses.

3. Click the Run Report button from the right pane.

4. Click the Delete Respondent button on the Summary Report page.

5. Click the View email addresses or IDs link to see the list of all respondents who submitted responses. Click a respondent's link (ID) to view their response.

6. Check the responses you want to remove permanently.

• Click Check All to select all responses.

• If you change your mind, click Clear All to unselect all responses.

• Click Delete selected responses to remove them.

• Please note that deleted responses cannot be restored.

• If you run the Standard Report and click Delete Respondent button there, you will see a list of all Completed responses and will be able to remove them. If you need to delete a specific group of responses or remove In Progress responses in bulk as well, you can delete responses from the Custom Report. Prior to deletion, you may include In Progress responses into such report on the Report Settings page, or set up an Advanced Filter to display only certain responses.