Keep the information genuinely needed to identify orders, fulfil the service and handle support, with access limited to appropriate people. Avoid collecting extra personal data simply because a spreadsheet has room for more columns.
Define the purpose of each field
An internal reference, purchase date, plan, expiry and support history may serve clear operational purposes. A full identity document or unrelated household information may not. Decide why a field is needed before requesting it, and explain the relevant process to the customer.
Separate secrets from administration
Do not place passwords beside broad sales reports or share them with people who only need revenue totals. Use suitable access controls and a secure storage method. A customer list exported for analysis should not accidentally grant access to every account in it.
Plan retention and deletion
Review what needs to remain after an account expires or a dispute is resolved. Legal and accounting obligations vary, so obtain appropriate local guidance for the business. Keep a clear process rather than retaining every screenshot and message indefinitely without a reason.