Profile Anonymization

Prerequisites for Profile Anonymization

To protect the personal information of guests and contacts the profile details can be anonymized. The Profile Anonymization feature masks or removes personal information from the profile record so the guest or contact can remain anonymous.

Initiating Profile Anonymization

You can activate Profile Anonymization for a guest or contact profile by clicking I Want To... and then selecting Anonymize Profile.

You can also cancel and rollback the anonymization process by selecting the Do Not Anonymize action until the point the profile is anonymized.

Required Conditions for Profile Anonymization

The following conditions are required for a guest or contact profile to be anonymized:

  • Number of Days for Anonymization setting requirement must be met. This requirement is met when the defined number of days has passed since the last activity for the profile. For example, if the setting is 5 days, the profile is eligible for anonymization five days after the profile’s last activity, such as a stay or transaction.

  • Open Folios do not exist for the profile.

  • Outstanding Balance does not exist for the profile.

  • Routing Instructions do not exist with the guest profile as the payee.

  • No Accounts Receivable Invoices (open / closed) exist for the guest profile and none are attached to the profile's Accounts Receivable (AR) account.

  • No Accounts Receivable Invoices (open / closed) exist for the guest profile and none are attached to the invoice.

  • Outstanding Commissions do not exist for the profile.

  • Future Reservations do not exist for the profile.

If a profile cannot be anonymized, a message appears indicating the reason. For example, there might be one or more dependencies as described in the Conditions for Profile Anonymization list. If there are multiple validation failures, all reasons are listed in the message to help you better resolve these issues and anonymize the profile.

Anonymized Profile Information

The following information is anonymized for the profile:

Table 2-5 Anonymized Information for the Profile

Profile Element Anonymization Format Removed from Database?

Name — This includes the Profile, Reservation Name, Credit Card Names, Membership Card Name, and Room Key Card Name.

AXXXXXXXXZ

No

Salutation

AXXXXXXXXZ

No

Envelope Greeting

AXXXXXXXXZ

No

Alternate Name

AXXXXXXXXZ

No

Alternate Salutation

AXXXXXXXXZ

No

Alternate Envelope Greeting

AXXXXXXXXZ

No

Alias/Incognito

AXXXXXXXXZ

No

Address (excluding State and Country)

AXXXXXXXXZ

No

Communication (that is, Email, Phone)

AXXXXXXXXZ

No

Identification (that is, Driver's License, Passport Number)

XXXXXXXX99

No

Birth Date

Not applicable

Yes, removed

Birth Place

AXXXXXXXXZ

No

Birth Country

Not applicable

Yes, removed

Gender

Not applicable

Yes, removed

Photographic Images (attachments of any type)

Not applicable

Yes, removed

Tax ID

AXXXXXXXXZ

No

Comments/Notes

Not applicable

Yes, removed

Membership Card Number

AXXXXXXXXZ

No

Change Log

Not applicable

Yes, removed

Profile Links/Relationships (including the linked profile's change log)

Not applicable

Yes, removed

Web Accounts (username/password)

Not applicable

Yes, removed

Keywords

Not applicable

Yes, removed

Client ID

AXXXXXXXXZ

No

Credit Card Number

Not applicable

Yes, removed

Post Profile Anonymization

After you anonymize a profile, the following conditions are true:

  • The profile no longer appears in Profile drop—down within the application. However, a search from the Profile Search screen still returns the profile, but the data is anonymized.

  • You no longer have access to the folio history for the anonymized profile. All options are hidden when the highlighted folio is linked to an anonymized profile, regardless of the Permanent Folio Storage functionality being active.

  • The I Want To... actions are hidden for the profile.

  • User Log entries are removed, including Join Share/Break Share and Link Profiles/Relationships. This includes all Reservation user logs and Financial user logs.

  • Updates to the Profile from external systems are no longer accepted, and a new profile is created.

  • Profile match and merge rules are no longer considered. After a profile is anonymized, you cannot merge it into other guest profiles.

Parent topic: Managing Profiles