The EU General Data Protection Regulation (GDPR) brings in stricter requirements regarding how long personal data may be retained. Organizations will need to be more considerate and disciplined in their retention of an individuals personal data.
Retention settings can be found under Settings > Option > Retention
By default, the retention configuration will not contain any settings. The minimum and maximum values for the different retention periods will need to be decided and configured by the hotel. As long as retention has not been configured, no purge action will be taken. Before starting the initial purge, the Max Purge Process time needs to be configured. The hotel is responsible for its own retention policy.
Guest (Profile) Min/Max - Will apply to the entire profile. Recommended settings are min. 30 days, max. 90 days (after the last check out for the profile).
Guest (Details) - Will apply to private guest data like passport data. Recommended setting is 30 days (after the last check out for the profile).
These settings will also provide additional retention settings for non- GDPR data:
Confirmations - Will apply to confirmations. Recommended setting is 90 days (after reservation check out).
Changes Logs - Will apply to the different changes logs in IDPMS. Recommended setting is 90 days (after reservation check out).
Interface Logs - Will apply to the logging of interface traffic data in the database. Recommended setting is 30 days (after creation of the logging).
Rate Data - Will apply to data in the different grids in IDPMS (like rate grid, package grid, channel grid, etc). Recommended setting is 30 days (after the rate date).
Max Purge Process time (minutes) - Makes is possible to limit the purge process to a specified amount of time (in minutes) after which the purge process will automatically stop. A complete initial purge must be finished first before the automated purging process during the night audit will be run. During the initial purge, the workstation on which the initial purge is done can not be used. The initial purge can also cause the database to be slower during the process. The option to start the initial purge can be found under Extra > Tools > Privacy. Please note that the initial purge can take a considerable amount of time to complete (it will run no longer than the configured Max Purge Process time). The system should report that the initial purge has been completed. The initial purge process should be repeated until it has completely finished. See Initial Purge.
Note: Only data inside the database itself will be purged. Correct and timely removal of old database backups and any external documents is the responsibility of the hotel.