Use the Bulk Anonymizer to anonymise many guests at once, either by searching for past guests or by importing a list of email addresses.

Overview

The Bulk Anonymizer is a tool at Tools > Bulk Anonymizer that lists guests who can be anonymised under General Data Protection Regulation (GDPR) rules and anonymises the guests you select in one step. Use it to clear out the details of past guests, or to action a batch of erasure requests from a list of email addresses.

The Bulk Anonymizer makes the same changes as Auto Anonymise and as anonymising a single Guest Profile. It permanently overwrites or deletes the guest's personal details, and RMS cannot reverse it.

Please Note! RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. For more information, see Understanding RMS Help Centre Articles. 

Prerequisites

The Bulk Anonymizer needs the following before it can anonymise guests:

• You must switch GDPR on. If Activate GDPR Settings is not selected on the GDPR tab, the Bulk Anonymizer finds no guests in either mode. See Enable GDPR.
• Your Security Profile must have access to Bulk Anonymizer, under Tools.
• You need the Daily Password, which you get from RMS Support. RMS asks for it before it anonymises any guest.

Which guests the Bulk Anonymizer lists

The Bulk Anonymizer only lists guests who can be anonymised safely. In both modes it leaves out any guest who:

• Has already been anonymised.
• Has a reservation of any status that departs on or after the cut-off date. In Options mode, the cut-off date is the Last Reservation Departure date you choose. In Import mode, the cut-off date is today, so any guest with a current or future reservation is left out.
• Has a current owner contract.
• Has a balance owing or in credit on any of their own accounts or on the account of any of their reservations.

The Bulk Anonymizer does not check the guest's Privacy Opt In setting. A guest whose Privacy Opt In is Yes can be listed and anonymised.

The list shows each guest's Guest No, Guest Name, Address Line 1, Address Line 2, Post Code, Phone AH, Phone BH and Mobile. On Australian databases, it also shows the ABN. Use the Print icon to print the list.

Search for guests to anonymise (Options)

The Options mode of the Bulk Anonymizer searches for guests using three filters:

To search for guests:

1. Go to Tools > Bulk Anonymizer.
2. Select Options.
3. Select the Last Reservation Departure date.
4. Select the Guest Last Modified date.
5. Select a Marketing Opt Out value.
6. Select the search (magnifying glass) icon.

The Bulk Anonymizer lists the matching guests. To anonymise them, follow the steps in Anonymise the selected guests below. To run the search again, select the Refresh icon.

Import a list of email addresses

The Import mode of the Bulk Anonymizer finds guests from a list of email addresses in a CSV file. Use it when you have a set of erasure requests to action. You must set up the file as follows:

• A .csv file.
• One email address per row, in the first column. Any other columns are ignored.
• No header row.

RMS matches each address against the guest's Email and second email address. Guest numbers and names are not matched, so a file that holds guest numbers finds no guests. The Last Reservation Departure, Guest Last Modified, and Marketing Opt Out filters do not apply in Import mode.

To import a list of guests:

1. Create the CSV file with one email address per row.
2. Go to Tools > Bulk Anonymizer.
3. Select Import.
4. Select Choose File and open the CSV file.

The Bulk Anonymizer lists the matching guests as soon as the file opens. You do not need to select the search icon. To anonymise them, follow the steps in Anonymise the selected guests below.

Anonymise the selected guests

Anonymising guests in the Bulk Anonymizer works the same way after a search or an import:

1. Select the checkbox for each guest to anonymise. To select every guest on the list, select the checkbox in the heading row.
2. Select the Process icon.

3. Read the Warning, which says the process will completely remove the data of the selected guests.
4. Enter the Daily Password.
5. Select the tick icon in the Warning header to start the process.

RMS anonymises the selected guests. For the full list of details that are overwritten or deleted, see What Auto Anonymise changes in Auto Anonymise Past Guest Details with GDPR.

Related Articles

• GDPR Configuration Options
• GDPR Privacy Opt Out
• GDPR Responsibilities