In respect of our obligations of security, Thermeon's policies are laid out in our information security policy which can be found at: https://www.thermeon.com/info-sec-policy

To assist you in managing client data we provide the following tools:

Customer file Sanitizing
This is a tool to ‘cleanse’ an individual customer record of any personally identifiable data (PID). If a renting client contacts you to exercise their GDPR ‘right to be forgotten’, us this program to fulfill that wish. Refer to the chapter: Clear Customer PID Data.

Rental, Reservation and Customer file Purge in line with company policy
There are additional purge routines to assist in managing your data but these are the specific routines that will assist you with the GDPR and managing PID. An important consideration in using these routines to clean your data, in line with your policies, are the ongoing requirements for rental statistics, the minimum legal retention period for data in your local jurisdictions, your standard policy in respect of data retention and compliance with your obligations to clients in respect of the data held, above the minimum legal retention and below your standard policy. Refer to the chapter: Introduction to Purge as well as the individual purge chapters.

Customer file De-duplication
This process facilitates the merging of two or more duplicated customer records and the re-keying of the rental transactions to which they relate. This will help to achieve more consistent data and provide quicker responses to a Subject Access Request (SAR). Refer to the chapter: Overview - Data De-duplication.

Customer Privacy field
This field exists in the Customer File and is accessible in several places in both Reservations and on the RA Open screen (For example, AD subwindow and the email pop-up window). You should send marketing emails only to those customers who have said “YES” to accepting emails from you (Cust Privacy=N) and where that response was confirmed after the 25th May 2018. A new program is available to initialize all previous values of this field to ensure compliance. Please contact Customer Support for assistance. Refer to the chapter: Customer File Update.

Masking Customer PID
Many installations maintain a training company (usually Co. 99) used for training new staff members as well as other purposes. When Customer Support copies your live company to another company, you should immediately run Mask Customer PID in the company the data was copied to. Doing so replaces the actual data with generic data. Refer to the chapter: Mask Customer PID.