How Auto Anonymise selects guests

Auto Anonymise runs once a day, as part of the RMS daily maintenance tasks, when GDPR is activated and Auto Anonymize is selected on the GDPR tab. Each run works out a cut-off date by counting back the number of days entered in the Retain Guest Data For field, and anonymises every guest who meets all of the following conditions:

• The guest has not already been anonymised.
• For a guest with reservations: none of the guest's reservations depart on or after the cut-off date. The check includes reservations of any status.
• For a guest with no reservations: the Guest Profile was created and last modified before the cut-off date.
• The guest has no current owner contract.
• The guest's own accounts, and the accounts of the guest's reservations, all have a zero balance.

Auto Anonymise does not check the guest's Privacy Opt In setting. A guest who meets the conditions is anonymised whether Privacy Opt In is Yes or No.

You set Auto Anonymise for the whole database. On a multi-property database, the setting applies to the guests of every property, and you cannot switch it on for one property only.

Each nightly run anonymises up to 10,000 guests per database. When you first switch on Auto Anonymize for a database with a large number of past guests, clearing the backlog can take several nights.

What Auto Anonymise changes

Auto Anonymise makes the same changes as anonymising a guest manually or with the Bulk Anonymizer. On the Guest Profile, RMS replaces the following details with the word "Anonymous":

• Title, Given name and Surname
• Group Name
• Email and second email address
• Address lines, mailing address lines and Post Code
• Phone (after hours), Phone (business hours), Mobile and Fax
• Website
• Frequent flyer number
• Bank account name, bank name, branch, BSB and account number
• Tax number (ABN)
• Passport number, visa number and licence number
• Guest notes
• Insurance policy number

RMS also makes the following changes for the guest:

• Clears the Birthday.
• Removes the link to a Company.
• Sets Privacy Opt In to No.
• Deletes stored credit card tokens.
• Deletes guest photos.
• Deletes the guest's correspondence history.
• Deletes the guest's contact links and requirements.
• Deletes the guest's Tour Desk bookings, listed on the Tour Desk tab of the Guest Profile.
• Replaces the notes on the guest's sales opportunities with "Anonymous".
• Deletes the audit trail entries for the guest and for the guest's reservations, except the entries that record the Privacy Opt In and Privacy Policy. RMS then adds an audit trail entry showing Privacy Opt In changing from Yes to No.

On the guest's reservations, RMS removes the links to the Company, Travel Agent, wholesaler and contacts. The reservations themselves stay, with their dates, Category, rates and transactions.

What Auto Anonymise does not change

Auto Anonymise keeps reservation and financial records so that revenue, occupancy and other reports stay accurate. Any guest field not listed above, such as State, is not changed.

When Retain Surname & Post Code for Banned List Guests is selected on the GDPR tab, RMS keeps the Surname and Post Code of guests on the Banned List and anonymises their other details. For more information, see GDPR Configuration Options.

Can anonymised guest details be recovered?

Anonymised guest details cannot be recovered. Anonymisation cannot be undone in RMS, and RMS cannot restore anonymised details for a property. Check that the Retain Guest Data For period meets the property's legal and operational needs before switching on Auto Anonymize.