GDPR Customer Management
Purpose
RCM has provided specific functionality to cater for GDPR (General Data Protection Regulation) in the EU. This is an extension of the current Customer Management capability within RCM, and uses the same customer records.
The functionality consists of 2 parts:
- GDPR Customers - This provides a listing of all customers stored in the RCM system, shows the general information stored against each, and allows you to specifically remove data for selected customers either individually or en masse. Note that customer records themselves are not physically removed (so no Reservation history is lost), but select data fields are “cleaned”.
- GDPR Log – This provides a log of all customer records that have been "cleaned" by the GDPR process, which in turn allows you to prove compliance.
Accessing the GDPR Customer Management Reports
Reports > Other Reports > GDPR Customer Management
GDPR Customers Parameters / Filters
Last Name | Enter the customer's last name. |
EU Countries Only | Tick or untick the box depending on your preference. This option will already be ticked by default. |
Country | Select a particular country. All countries will be the default. |
Last drop off date from and to dates | Identify what customers you wish to see, based on when their last drop off was. Default selection for both from and to dates will be based on the current date. This filter will be overridden if a Last Name is entered, and bookings outside this date range for the customer will display. |
Order by | Choose one of the three following drop down options:
|
GDPR Customers Example - Clean Selected Customer Data
Below is a screenshot of the GDPR Customers Report once run, which lists all the customers that fit the search parameters. There are several things to note about this page including:
- In the left column, you can select which customer's data you wish to clear. You can either select individual customers, or "Select All."
- With the exception of the First Name, Last Name and Country, the customer data displayed in the table is what will be removed.
- The Last Rented Date is the Dropoff Date for the customers last recorded booking. If this date is in the future, then the notes will say "Has Future Bookings" and you will be unable to select them for cleaning.
Once you have selected the customer/s you wish to clear, select “Clean selected Customer data”.
After selecting “Clean selected Customer data”, a pop up message will appear asking you if you want to confirm the clean up - Click "Ok".
From here, a list of the customers you selected will appear. Select “Remove Customer Data” if you wish to continue.
The image below, shows confirmation of the Customer Data Removal.
GDPR Log
The GDPR Log lists all customers that have been "cleaned" in a selected date range, with the default date range being the last month. Note under the “Msg" field, a successful clean-up in customer data will display the message “Ok”.
Points to Note
If the selected customer has a booking with a drop off date in the future, then their data will not be able to be deleted.
Customers that only have cancelled bookings will have no Last Rented Date.
Clicking on the Last Rented Date, or the "Has Future Bookings" note, will open up a list of all the bookings against this customer.
Printing/Exporting
Click Here for details on how to print or export a report from RCM.
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