Anonymize / Do Not Anonymize

The Anonymize button on the Individual Profile Options screen triggers a validation for anonymization. This is available for users that have the PROFILES > ANONYMIZE PROFILE user permission granted.

The following conditions are required for a guest profile to be anonymized:

• NUMBER OF DAYS UNTIL ANONYMIZATION application setting
  • When the CASHIERING > ACCOUNTS RECEIVABLES application function is inactive, but reservations have been checked out to direct bill, profiles can be anonymized as long as the value in the PROFILES > NUMBER OF DAYS UNTIL ANONYMIZATION application setting is met.
• Profile is not a contact
• Open folios
• Outstanding balance does not exist
• Routing instructions do not exist with the guest profile as the payee (future stays)
• No accounts receivable invoices exist (open/closed) attached to the guest profile's AR account
• No accounts receivable invoices exist (open/closed) with the guest profile attached to the invoice itself
• Outstanding commissions
• Future reservations

If a profile cannot be anonymized, a message appears indicating the reason. For example, there might be dependencies as described above. If there are multiple validation failures, all reasons are listed in the message to help you better resolve these issues and anonymize the profile.

When a guest has requested to be forgotten but was not successful, the profile can continue to be updated and future reservations created against it up until the point the profile is anonymized. Until the profile is anonymized, it can still be merged into other regular profiles. You can also select the Do Not Anonymize button up until the point the profile is anonymized, and the request will be removed.

Once a profile has been anonymized, the following conditions are true:

• The profile no longer displays in any Profile LOVs. A general search (that is, from the Profile Search screen) returns the profile, but the data is anonymized.
• The data is masked with and Xs except for the first and last letter. For example, if the last name is Smith, the name shows as SXXXXXXXXh.
• To search for a profile that has been successfully anonymized, you can enter the first letter, followed by Xs.
• You no longer have access to the folio history for the anonymized profile.
• The Profile Options button is disabled.
• User Log entries are removed, including Join Share/Break Share and Link Profiles/Relationships. This includes all Reservation user logs and Financial user logs (including supplement, reference, and remarks from all financial postings).

The following information is anonymized for the profile:

Profile Element	Anonymization Format	Removed from Database?
Name (this includes the Profile, Reservation Name, Credit Card Names, Membership Card Name, and Room Key Card Name)	AXXXXXXXXZ	No
Salutation	AXXXXXXXXZ	No
Envelope Greeting	AXXXXXXXXZ	No
Alternate Name	AXXXXXXXXZ	No
Alternate Salutation	AXXXXXXXXZ	No
Alternate Envelope Greeting	AXXXXXXXXZ	No
Alias/Incognito	AXXXXXXXXZ	No
Address (excluding State and Country)	AXXXXXXXXZ	No
Communication (that is, Email, Phone)	AXXXXXXXXZ	No
Identification (that is, Driver's License, Passport Number)	XXXXXXXX99	No
Birth Date	Not applicable	Yes
Birth Place	AXXXXXXXXZ	No
Birth Country	Not applicable	Yes
Gender	Not applicable	Yes
Photographic Images (attachments of any type)	Not applicable	Yes
Tax ID	AXXXXXXXXZ	No
Comments/Notes	Not applicable	Yes
Membership Card Number	AXXXXXXXXZ	No
Change Log	Not applicable	Yes
Profile Links/Relationships (including the linked profile's change log)	Not applicable	Yes
Web Accounts (username/password)	Not applicable	Yes
Keywords	Not applicable	Yes
Client ID	AXXXXXXXXZ	No
Credit Card Number	Not applicable	Yes