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Data protection for the protel On-Prem PMS
- Single Property Edition (SPE)
- Multi-property edition (MPE)
- Edition for small hotels (Smart)
Ensuring data protection - working safely and in compliance with the law
Since May 2018, the GDPR has required every company to take concrete measures to protect its customers’ data.
All functions of protel On-Prem have been checked and optimized with regard to data protection. We are pleased to be able to provide you with the tools to help your company comply with the GDPR with regard to data protection.
In the following sections, we have summarized for you which steps are required for concrete implementation in and with protel SPE/MPE or Smart.
Before you read on, you should already be familiar with our general information on the GDPR .
Do you want to ensure data protection in your company and work safely and in compliance with the law?
This is what you need to do:
Check system requirements
Please first make sure that your system meets the current hardware and software requirements.
You can easily check which protel version you are currently using by starting protel, opening the "Help" menu in the Front Office and clicking on "About protel".
If your protel is older than version 17.222, please contact our support team at support@protel.net.
Download and install the data protection module
The software add-on that makes your protel PMS GDPR compliant is available for download.
The installation can be started on any workstation on which protel is installed. Our setup wizard will automatically install it in the correct directory.
In our user manual , we have put together what you need to consider during installation and how you can set up and use the Data Privacy module after installation.
If you need assistance, please contact our support team at support@protel.net .
Set up data protection features
For instructions on how to proceed with the implementation, please refer to our detailed setup guide , which will guide you through all the steps of implementation and application:
- Define user groups: Who can edit data protection settings?
- For multinational groups: group hotels by country
- Define retention periods per country or per hotel
- Prepare guest files for initial cleanup
- Perform initial cleanup
- Export guest data for delivery to the guest
- View report of profiles pending deletion at next daily close
Conclude a data processing contract
As a provider that processes personal data, we must ensure that the data controller, i.e. our customers, have the necessary tools at their disposal to comply with the GDPR regulations. Conversely, our customers as data controllers may only work with providers who can provide appropriate evidence.
For this purpose, we have prepared a Data Processing Agreement (DPA). The agreement follows the requirements of the European Commission and demonstrates the willingness of both parties to comply with legal requirements when processing personal data.
Please note:
- If your company is served by protel Dortmund, the data processing agreement will be concluded directly with protel hotelsoftware GmbH . In this case, please download the contract form and send it completed and signed by email to GDPR-contract@protel.net or by post to protel hotelsoftware GmbH, Europaplatz 8, 44269 Dortmund, Germany.
- If you are being looked after by one of our contractual partners, this will be considered the data processor with whom you conclude the agreement. In this case, please contact the protel partner responsible for you directly .
For download: Contract for order processing according to Art. 28 GDPR (PDF form)
Stay tuned...
Please keep an eye on this page. We will update it from time to time to keep you informed of the latest developments regarding data protection with and in protel.
- If you have any questions about data protection, please send an email to datenschutz@protel.net .
- If you have any questions about implementation, please contact our support team at gdpr-support@protel.net
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