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The General Data Protection Regulation is a legal framework that sets guidelines for the processing and collection of personal data for EU citizens. Below is a summary of the compliance aspects related to kwentra: First step is to contact support@kwentra.com to enable the GDPR settings on your system. Second step is to set the GDPR settings based on your operational needs. Front Office → Settings → Front Office → Guests → GDPR Settings This screen allows you to set the consent phrasing for the 3 check-boxes showing on the Guests’ Registration Card for the guest to mark while filling the RC. This screen also allows you to set a grace period. A grace period is the number of days counted from check-out date where the guest’s data would be anonymized automatically by the system. N.B: The default value on the RC and guest profile is to opt-out of having their data kept with the property, kwentra System Users should match the guests’ consent from the RC to the guest’s profile. Front Office → Profiles → Click on Guest Profile If nothing has been selected on the guest’s profile and the profile is set to the below: Do not keep personal info: the profile and all its data will be automatically anonymized by the system on the last day of the grace period from check out date, if this box is not checked then it’s irrelevant to mark the other two boxes. Do not keep email: only the email would be anonymized. Email third party: this only affects the data being exported to 3rd parties, it does not anonymize any of the data. What if i have profiles created prior to the GDPR settings, how can i anonymize them? Front Office → Profiles → Click on Guest Profile → Anonymize New Update 8th of August 2021: You can now export the guest profile and the exported file will include the below data, this option is only available for GDPR enabled systems:
  • First Name
  • Last Name
  • Email
  • Phone
  • Mobile
  • Date of Birth
  • Gender
  • Address 1
  • Address 2
  • City
  • Country
  • Province / State
  • Postal / ZIP Code
  • All Additional Information Custom Fields
  • Type of Guest Document
  • Document Number
  • Document Issue Date
  • Document Issuing place
  • Document Expiration Date
  • Guest Preferences
  • Attached Documents
  • Reservation History (Reservation ID number - Arrival/Departure dates)
Front Office → Profiles → Click on Guest Profile → Export