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
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.
Anonymized Profile Information
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
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