Data protection law (GDPR) has come into force on May 25th of 2018. Thanks to data anonymization, FrontDesk Master helps you to manage your property and guests personal data according to the legal regulations.
Obviously, when accepting bookings you do have a lawful reason for collecting guests’ personal data. However, you should still make sure that your guest was informed about:
- What data are you collecting?
- How long are you are storing them?
- How are you going to use them and why?
For instance, you may need to inform the guest that you are legally obliged to store certain data for 3 years after the check-out or you may request a guest’s consent to store the data for marketing purposes.
FrontDesk Master will help you in several ways:
- Printouts made automatically per each guest may help you collect the necessary consent in a traditional way. See how here.
- Collect Consent during Booking Engine reservations. New functionality will allow you to not only make guest accept your Terms of Stay but also collect explicit marketing consent.
Online Guest Account can be accessed by any guest whose data is in the system. From there, guests will be able to see what data you store. He or she will be able to manage the consent they gave or even delete their profile (if you allow it). You can also find Online Check-in settings in Property Details.
Anonymize guest details
FrontDesk Master will let you anonymize guest details automatically some time after the check-out. It means that personal details will be turned into dummy details allowing you to maintain the statistics and comply with GDPR.
You will find the anonymization settings in the Property Settings / General / Data Protection Settings.
Click on Enable anonymization button to activate the feature.
A new window will appear where you can confirm enabling anonymization and decide what information should be removed and when.
1. Enter your username and password which you use to log in to FrontDesk Master in order to confirm the action.
2. Decide how many days after check-out the data should be anonymized, for example, 30 days.
3. Select what information should be anonymized
4. Confirm the action for FrontDesk Master.
5. Click on Enable button.
After that, on the right side of the screen, you will see the Consent Log which shows when and by whom the anonymization has been enabled.
In order to change the anonymization settings, it is necessary to disable current ones. To do that, click on Disable Anonymization button. In the new window, enter your login details in order to confirm disabling the setting.
Next, you can enable it again by changing the settings you need.
At FrontDesk Master, we believe that anonymization may be one of the best ways for you to deal with your past reservation data but remember it is your responsibility as a Controller to take actions and determine what to do with the data you collect to comply with the new regulations.
Please note that for legal and ethical reasons, we can’t provide with legal advice regarding another company’s compliance requirements under the GDPR. Because every business is different and the GDPR takes a risk-based approach to data protection, we also can’t interpret the legislation for our customers or advise how to apply its requirements to your business practices, or your current database. If you have any doubts or questions, consult it with the lawyer.