As you probably already know, the European data protection regulation GDPR came into effect on May 25, 2018. As is evident, this regulation has directly affected not only PMS for hotels but also any other platform that stores personal data.
The personal data of guests stored in the Ulyses Cloud hotel management system is hosted on secure servers whose location depends on the client's location.
Below we will explain the different functionalities we have developed in Ulyses Cloud to comply with the regulation and to facilitate your daily operations. The steps we should complete are as follows:
- Anonymization process
- Enable/disable anonymization permissions
- Configure automatic anonymization and privacy
Anonymization process
Before enabling or disabling client anonymization, it is important to understand what this process involves. The anonymization process consists of deleting all fields in a client's record that are considered Personal Information. In order to be able to obtain reports later, the client record will not be deleted, but the fields considered identifiable will be replaced by "anonymized".
Manual anonymization or via the "Anonymize" operation
To manually anonymize a client, simply go to their record and click the Anonymize option from the options menu. Remember that to view this option you must have the permission enabled.
Automatic anonymization
To do this, we first need to configure the automatic anonymization process in the hotel. Note that the automatic anonymization process will not take place in the following cases:
- If a client has future reservations
- If a client has open folios in the system
- If the difference between the checkout date of the last reservation and the current date is less than the maximum number of days we have configured
To enable automatic anonymization, go to the general preferences of the chain and indicate the number of days you want to retain personal data.
Enable anonymization permissions
To enable or disable the anonymization permission in the Ulyses Cloud hotel management software, which will allow you to perform the anonymization operation from the client record, simply go to the permissions of the corresponding role and enable or disable the option as usual.
Configure client privacy
Ulyses Cloud allows us to select whether we want to mark the client's privacy level by default. The privacy level includes both Marketing opt-in and Data transfer. While the first indicates whether a guest has given us explicit consent to send them commercial communications in the future, the second indicates whether the client has given explicit consent to share their data with third parties.
To do this, simply go to the client record and check the corresponding options in the Privacy section.