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Privacy and security

Right to anonymization of personal data

Under the GDPR, guests, bookers and owners can ask you to delete their personal data. In BEX PMS, you do this by anonymizing their contact. Their personal data becomes unrecognizable, but reservations and invoices stay for your accounting.

Anonymizing cannot be undone.

Anonymize a booker

You need permission to edit contacts.

  1. Go to Contacts and open the contact.

  2. In the … (More) menu, click Personal data.

  3. In the Anonymize card, click Anonymize and confirm.

BEX PMS anonymizes the contact in the background. When it's done, the contact is called Anonymized contact.

Anonymize an owner

An owner's personal data is stored in the contact linked to the owner. To anonymize an owner, you anonymize this contact.

  1. Open the owner.

  2. In the Contact card, click the name of this owner.

  3. In the … (More) menu, click Personal data.

  4. In the Anonymize card, click Anonymize and confirm.

Linked contacts

When the owner (primary contact) is anonymized, this primary contact as well as any other linked contacts can no longer log in to the owner portal to see data relating to this owner.
If the linked contacts of this owner do not have a contact role in another way (i.e. as a booker, or as a primary owner in their own right), these contacts will also no longer be present in your administration.

Why a contact can't be anonymized yet

If anonymizing isn't possible, the Anonymize card where you tried to anonymize a contact, will tell you why. These issues need to be solved before the contact can be anonymized.

Possible reasons why a contact cannot be anonymized:

  • They have a current or future reservation that is not canceled

  • They have a reservation with open invoices or un-invoiced changes

  • They have a reservation with a security deposit that is not released or waived yet, or a damage report that has not been claimed yet

  • They are the primary contact of an owner with an active or future agreement

  • They are a channel contact

The reservation reasons listed also apply to owner’s own stays.

Anonymize guests automatically

You can let BEX PMS anonymize guests and bookers after a number of years. Provided that these contacts have not made or changed any bookings during this set number of years, the contact will then be automatically anonymized.

  1. Go to organization settings > Other.

  2. Tick Enable automatic anonymizing.

  3. In After how many years should guests be anonymized?, enter the number of years and save.

Good to know

  • Why is the Anonymize button disabled? The contact probably also has reservations in another administration within your organization. Click View at the organization level on the contact page and try again from there.

  • Which data is removed when a contact is anonymized? Name, address, phone numbers, email address, date of birth, bank and VAT details, notes, uploaded documents and reviews. Guest details on the contact's reservations are removed too.

  • What happens to invoices of an anonymized contact? Invoices stay, because you need them for your accounting. Only employees with the financials permission can see the invoice details.

  • Does anonymizing affect statistics? No. Booking statistics and financial records stay the same.

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