GDPR (General Data Protection Regulation)

Overview The General Data Protection Regulation (GDPR) is an EU law governing data protection and privacy for individuals within the European Union (EU) and the European Economic Area (EEA). It also regulates the transfer of personal data outside these areas. Tourpaq fully complies with GDPR requirements, ensuring secure and lawful handling of personal data.

The Tourpaq system complies with this regulation, and the procedure of storing personal data is no longer valid. In the context of the Tourpaq system, this is done with a focus on customers who have returned home from a trip for several days, which is configurable in the system, **if they do not have other bookings planned ** and also if the customer has the newsletter option unchecked in the Customer details window.

So, for a certain customer which fulfills those conditions, the anonymisation can be performed automatically by running the service. Customers can be anonymized also instantly, in "Customer Center" by hitting the "Anonymize" button if customer does not have active bookings in the future. For using the anonymization functionality, an user with sysadmin role must be used.

Purpose

The GDPR module in Tourpaq ensures that personal data of customers who no longer have active or future bookings is anonymized or deleted according to configured settings.

The anonymization process primarily targets customers who have returned from a trip and meet the following conditions:

• They have no future bookings.

• The newsletter subscription option is unchecked in the Customer Details window.

• A configurable number of days have passed since their return date.

Continuous deletion

Access

The Continuous Deletion settings are available under: Setup → GDPR → Continuous Deletion

Only users with Sysadmin rights can activate or modify these settings.

GDPR- Continuous Deletion service settings allows to be activated in different ways depending on which information related to customer is needed to be anonymized. Settings below are relevant only when continuous deletion is choosed.

Configuration Options

1. Activate Continuous Deletion for Customers

Automatically anonymizes customers who have returned home more than the configured number of days ago and have no future bookings. When a customer is anonymized, the following data is affected:

• Customer details: Name, address (except country and ZIP code), email, phone, and secondary information.

• Passenger details: Name, passport number, nationality, insurance details, address, emergency contacts.

• Emails and SMS: All related records are deleted. Email addresses are replaced with anonymized placeholders.

• Comments: Removed and replaced with the word “Anonymized.”

• SSR codes: Deleted.

• Profit details: Passenger names are hidden.

• Transport seating: Passenger names replaced with anonymized names.

• Tee times: Passenger names replaced with anonymized names.

• Payment type: Replaced with “GDPR Sensitive” for non-administrator or non-financial users. (The payment type must first be marked as GDPR Sensitive in Method of Payment.)

• Extras, discounts, and supplements: Any marked as Highly Sensitive are anonymized.

  • For extras: a new category “GDPR Sensitive” appears in the booking overview.

• For discounts/supplements: displayed as “GDPR Sensitive” in the passenger grid.

When extras marked as highly sensitive are assigned to a passenger, after customer anonymization, in the booking overview new category called "GDPR Sensitive" will be created and will include the products marked are sensitive which were assigned for passengers.

When discounts or supplements marked as highly sensitive are assigned to a passenger anonymized, those are shown are GDPR Sensitive in the passengers grid over a booking.

Note: When a customer is anonymized, all related bookings are affected.

2. Activate Deletion for SSR Codes

Automatically deletes selected SSR codes for passengers within the specified date range.

3. Activate Deletion for Booking Comments

Automatically deletes comments and any attachments from bookings within the defined range.

4. Activate Deletion for Bonus Codes

Automatically deletes bonus codes added to bookings within the defined range.

5. Activate Continuous Deletion for Excursion Guests

Anonymizes excursion guest customers (e.g., Destination App and Visit Sun users) older than the configured number of days.

6. Activate Deletion for Highly Sensitive Extras or Discounts

Anonymizes extras, discounts, and supplements marked as GDPR Sensitive for all bookings of anonymized customers.

7. Delete Transport Reporting Files

Automatically deletes transport reporting files with departure dates older than the configured number of days.

8. Delete Extra Reporting Files

Deletes extra and extra category reporting files older than the configured number of days.

9. Delete Hotel Reporting Files

Deletes automatically generated hotel lists older than the configured number of days.

GDPR Log

All anonymization activities are logged and can be reviewed under: Setup → GDPR → Log (Visible only when logged in as a Sysadmin user.)

The right to be forgotten for customers and passengers

The right to be forgotten can be applied to a customer or can be applied for a passenger, so anonymization can be triggered individually. For a customer, this can be done by using "Anonymize" button in the "Manage Customer" page when logged with an user with system administrator rights.

If the customer is already anonymized, the request date and time, the user who perform it and the report of the anonymization (date, time, anonymized customer id and corresponding bookings) can be seen under the "Anonymize" buton:

Data anonymized is data described also for service anonymization (customer and passenger names, address, email address, phone number, emails and sms sent, SSR codes, booking comments and passenger details like nationality, passport number, insurance, address, emergency contacts, sensitive data). Also, the customer or data linked to it will appear in transport reporting files, hotel reporting files or extra reporting files or category reporting files as being anonymized.

Anonymisation can be triggered also for one passenger from a booking. Data for this particular passenger is anonymized: passengers, address, email address, phone, email, phone found in customer details and passenger details like nationality, passport no., insurance, address, emails, sms and tickets.

Important: Once anonymization is performed, personal data cannot be recovered. All anonymized data will appear in relevant reports (transport, hotel, extra, etc.) as Anonymized.