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Guests and Registration Cards - How to View and Handle Guests' Sensitive Personally Identifiable Information (PII)


This article explains how to view and handle your guests' Personally Identifiable Information (PII) on your Cloudbeds PMS account.


Personally identifiable information (PII), or sensitive personal information, is information that can be used on its own or with other information to identify, contact, or locate a single person, or to identify an individual in context. 

Sensitive Personally Identifiable guest data in Cloudbeds PMS includes:

  • Document Number
  • Tax ID
  • Company Tax ID
  • Custom Fields with PII (if GDPR is enabled)

Integrations Data:

  • API Client ID on the API Credentials page
  • Access Tokens on the API Credentials page
  • Client Secret on the API Credentials page
  • Tax identification number for Czech Gov integration
  • Fact API Key field for Portuguese government integration

Handle PII Data in Cloudbeds PMS

Adding PII data

All Cloudbeds PMS users can add PII to the new reservation on the Guest Details page:

Learn more about the Guest Tab.

View and Edit PII Data

By default, all users have permission to view and edit PII data, but this it can be limited on Roles page by Property Owner (see section How to limit permission to edit or view PII data below).

To view PII the user needs to click the eye icon next to the field. Each time the user clicks eye icon it will be noted in the Activity Log.

Default view:

PII Available when clicking on the eye icon:

Limit permission to Edit or View PII Data

The corresponding section within the Roles page that indicates what kind of access a user has to view and handle sensitive data. This data and actions that will receive permissions include:

  • Document Number
  • Tax ID
  • Company Name
  • Company Tax ID
  • Permission to print registration card
  • Custom Fields with PII (This is a feature that appears when GDPR is enabled)
  • Extract guest data (This is a feature that appears when GDPR is enabled)
  • If a user is not permitted to view sensitive data, they will not be able to modify this data in a reservation or a guest’s profile (Guest Page), regardless of whether user has permission to edit guest data generally.
  • By default, all users have permission to see this data. Users responsible for managing permissions should review all users to confirm which can view sensitive data.
How to access PII permissions
  1. Click on the Account icon
  2. Go to Settings
  3. Go to Roles page
  4. Next to specific a role, click on the three dots icon ( ⋮ )
  5. Click on Edit Role
  6. Enable/disable the permissions under the Sensitive & Personally Identifiable Information (PII) section
  7. Save
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