> ## Documentation Index
> Fetch the complete documentation index at: https://docs.okapay.net/llms.txt
> Use this file to discover all available pages before exploring further.

# Customer Profiles and Payment History in Okapay

> View and manage customer profiles, payment history, and personal data in the Okapay dashboard. Understand what data is stored and how to manage it.

Every time a customer completes a checkout session through your Okapay integration, a customer profile is created or updated in your merchant account. These profiles give you a consolidated view of each buyer's contact information, transaction history, and payment activity — all accessible from the dashboard without writing any code.

## What is stored in a customer profile

Okapay automatically captures and stores the following information when a customer makes a payment:

> [card] Contact Information
>
> Name, email address, and billing address as entered during checkout.

> [card] Payment History
>
> A chronological list of every transaction the customer has completed through your account, including amounts, currencies, statuses, and dates.

> [card] Transaction Totals
>
> Lifetime spend, number of successful payments, and any refunded or disputed amounts.

> [card] Dispute and Refund Activity
>
> Any chargebacks, refunds, or disputes associated with the customer's payments on your account.

## Viewing customers in the dashboard

Log in to [dashboard.okapay.net](https://dashboard.okapay.net) and navigate to **Customers** in the left sidebar. The customer list shows:

* Customer name and email
* Date of first payment
* Total number of transactions
* Total lifetime spend
* Most recent transaction date and status

Click any customer row to open the full customer profile with their complete transaction history.

## Searching and filtering customers

Use the search bar at the top of the customer list to find a specific customer by name or email address. You can also filter the list by:

* **Date range** — show only customers who made their first purchase within a given period
* **Transaction status** — filter to customers with at least one `paid`, `refunded`, or `disputed` transaction
* **Spend range** — narrow the list to customers above or below a lifetime spend threshold

## Customer payment history

The payment history tab inside a customer profile lists every transaction in reverse chronological order. Each row shows:

| Field | Description |
| - | - |
| **Transaction ID** | Unique identifier for the payment |
| **Date** | Date and time the payment was initiated |
| **Amount** | Payment amount and currency |
| **Status** | Current status: `paid`, `pending`, `failed`, `refunded`, or `disputed` |
| **Session ID** | The checkout session that generated the transaction |

Click any transaction row to open the full transaction detail view, where you can issue a refund or view dispute information if applicable.

## Issuing a refund from a customer profile

**1. Open the customer profile**

Navigate to **Customers**, find the customer, and click their name to open the profile.

**2. Select the transaction**

Under **Payment history**, click the transaction you want to refund.

**3. Initiate the refund**

Click **Refund** in the transaction detail panel. Choose a full or partial refund amount and confirm.

**4. Confirm the refund**

The transaction status updates to `refunded` (full) or `partial_refund`. The customer receives the funds according to their payment method's standard processing time.

> [!NOTE]
>
> Refunds are deducted from your available Okapay balance. If your balance is insufficient, the refund amount becomes an outstanding balance owed to Okapay and is recovered from future settlements.

## Customer data and privacy

Okapay stores customer data only as needed to process payments, manage your merchant account, and comply with legal obligations.

> [accordion] What data is retained and for how long?
>
> Okapay retains transaction records and associated customer data for the period required to satisfy payment-network chargeback windows, legal obligations, and dispute resolution requirements. This is typically a minimum of five years for transaction records. Contact [help@okapay.net](mailto:help@okapay.net) for specific data-retention questions.

> [accordion] Handling customer data deletion requests
>
> If a customer submits a data deletion or erasure request under applicable privacy law, contact [legal@okapay.net](mailto:legal@okapay.net). Okapay will review the request against its legal retention obligations and respond accordingly. Note that transaction records required for compliance, dispute resolution, or fraud prevention cannot be deleted early.

> [accordion] Exporting customer data
>
> To export a customer's complete transaction history, open the customer profile in the dashboard and click **Export** in the top-right corner. The export is delivered as a CSV file to the email address associated with your merchant account.

## Tips for managing customer data quality

> [!TIP]
>
> Encourage customers to use a consistent email address across purchases. Okapay uses email address as the primary identifier when linking transactions to a customer profile — different email addresses result in separate profiles even for the same person.


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