Team and data
Guest data: what is kept, for how long, how to erase it
Guest data is yours - you are its controller and we are the processor. That distinction decides everything below.
In the panel: Guests, and Security
How to do it
- 1A guest record holds the name, contact, address and your notes. It holds no document numbers - those sit on the stay, where they are needed.
- 2A guest may ask for a COPY of their data (GDPR art. 15 and 20): Guests → the person → Download guest data. You get a machine-readable file or a spreadsheet — details, consents, stays, amounts and payments. You have a month to answer; here it takes a minute.
- 3A guest may ask to be ERASED: Guests → the person → erase. The panel says plainly what goes (name, contact, address, notes, document number, companions) and what stays: stay dates, amounts and invoices — Polish accounting and VAT law require it.
- 4Panel → Security → choose how many years after the last stay personal data erases itself.
- 5The Journal shows who did what - including our support, if they enter your panel.
What catches people out
Automatic erasing never touches a guest who is with you or about to be, nor anybody with money still owed or to be refunded. Zero years switches it off - and then it is yours to answer for. Erasing cannot be undone: afterwards the record reads "Data erased (GDPR)" with the date, and a copy has nothing left to be built from - so if a guest asks for both, issue the copy first.