Enabling Security Compliance Settings (GDPR) in Cloudbeds PMS

How to Enable Security Compliance Settings (GDPR)

1. Account
2. Settings
3. System
4. Scroll down to MISCELLANEOUS PREFERENCES and switch the toggle for GDPR Compliance Functionality.
   

Which Tools Are Enabled with GDPR?

The following tools are enabled with the GDPR settings:

1. Guest Data Extraction
2. Guest Anonymization
3. Marketing Opt-in
4. Tracking GDPR settings changes

Guest Data Extraction

This option can be found in the Guests section when opening any specific guest page.

1. Menu
2. Guests
3. Click on the guest
4. Privacy Actions
5. Guest Data Extraction
   

The data extraction button creates and allows you to download an XML file (similar to Reservation Export) that includes the guest details outlined below.

1. 1. First Name
   2. Last Name
   3. Email
   4. Phone
   5. Cell Phone
   6. Date of Birth
   7. Gender
   8. Address 1
   9. Address 2
   10. City
   11. Country
   12. Province / State
   13. Postal / ZIP Code
   14. All Additional Information Custom Fields
   15. Type of Guest Document
   16. Document Number
   17. Document Issue Date
   18. Document Issuing Country
   19. Document Expiration Date
   20. All custom fields: History, Notes (both active and archived), Documents, All Reservations, Guest Page Mock-Up.

Guest Anonymization

This option can be found in the 'Guests' section when opening any specific guest page.

1. Menu
2. Guests
3. Click on the guest
4. Privacy Actions
5. Anonymize Guest
   
   

Anonymizing guest data will remove all personally identifiable information for this guest from the system.

1. Guest Details:
   • First Name -> will be replaced with “Anonymized”
   • Last Name -> will be replaced with “Anonymized”
   • Email -> will be replaced with “anonymized-first 10 symbols from old email value@example.com”
2. Guest’s Photo
3. Phone
4. Cell Phone
5. Date of Birth
6. Address 1
7. Address 2
8. All PII Custom Fields
9. Document Number
10. Document Issue Date
11. Document Expiration Date
12. Notes (if there are any)
13. Documents (all images and documents uploaded aside from Registration Cards and Invoices)

Marketing Opt-In

With GDPR functionality enabled, the following tools regarding marketing opt-in become available:

1) BOOKING ENGINE SETTINGS PAGE: OPT-IN/OUT OPTION

A section on the Booking Engine settings page will allow the property to configure whether you want the marketing opt-in/opt-out option to display on the booking engine.

If yes is selected, you will be able to enter the custom opt-in text for the guests suggesting they opt-in for marketing emails:

Guests will be able to opt-in/out of marketing emails during booking on Booking Engine:

2) EMAIL TEMPLATE: MARKETING/NON-MARKETING TYPE

You can define which of your email templates (if any) is a marketing/non-marketing type.

• Non-marketing emails will be sent out to all guests.
• Marketing emails will be sent out only to guests who opted in.
  

3) GUESTS TAB: WHO HAS OPTED IN/OUT OF MARKETING EMAILS

You can check which guests have opted in/out on the Guests tab.

• The property cannot manually opt guests in for marketing emails. Guests can only opt in for marketing emails during the booking process on Booking Engine or via an opt-in email sent through email.
• Both the property and guests may opt out of marketing emails. The property can opt out of the guest from the marketing email on the Guests tab. Guests may opt out of Booking Engine or by following a unique email link during the booking process.

By default, all existing guests are set to 'opt-out':

4) SENDING MARKETING EMAIL FROM RESERVATION

If the guest is opted out and you want to send them a marketing template from a reservation, the system will alert you to remove the recipient or send the email anyway.

5) GUEST OPT-IN PAGE

A new Guest Opt-in Settings page will be available, and the property may customize the text to suggest that guests opt-in for marketing emails. Clicking Preview under the Opt-In Page section will redirect to a page with a constant URL that can be sent out to guests suggesting them to opt-in.

Tracking Changes to GDPR Setting in Cloudbeds PMS

You can check who enabled or disabled GDPR and when on the Activity Log page. Here, you can also find logs tracking guest anonymization and guest opt-in/out.