"Forget Contact" Process

Owned by Vincent Josset
Last updated: Apr 24, 2023
1 min read

To meet privacy requirements, Softrip’s back-office CRM has a “Forget Contact” process that will anonymize PII for a given contact.
This document describes the “Forget Contact” process and its associated data updates.

Prerequisites

Contacts that have at least one reservation departing after today’s date cannot be forgotten.

Process

  1. Check the contact’s future reservations

    1. As the main contact or as a passenger

    2. If this contact has any future reservations, the process will stop and return an error:

      This contact has at least one future reservation

  2. Run Data Updates (see details below)

  3. Create a history record indicating this contact was “forgotten”

Data Updates

Contact Fields

MrkContacts

  1. First and last names are kept intact and appended with _GDRP:
    John Smith becomes John_GDPR Smith_GDPR

  2. Email address is made unreachable:
    johnsmith@domain.com becomes johnsmith_GDPR@domain.com_GDPR

  3. Password is cleared/set to empty

  4. Address is cleared/set to empty

  5. Phone, MobilePhone, and Fax are cleared/set to empty

  6. Passport fields (PassportAuthority, PassportExpiration, PassportIssueDate, and PassportNumber) are set to GDPR

  7. Age is set to 0 (zero)

  8. BirthDate is set to 1900-01-01

ContactReviews

  1. All contact reviews in MrkContactReviews and CMSContactReviews from this contact are deleted

Preferences

  1. All contact preferences for this contact are deleted

History

  1. All contact history records (MrkHistory) for this contact are deleted

  2. All contact subscription history records (MrkSubscriptionHistory) are deleted

    1. Applies to email and mail subscriptions

Reservation Fields

ResGeneral

For reservations where this contact is the main contact:

  • ContactName is appended with _GDPR
    Jane Doe becomes Jane Doe_GDPR

  • LeadName (if this contact is the lead passenger) is appended with _GDPR
    Jane Doe becomes Jane Doe_GDPR

  • Address fields (Address1, Address2, City, State, PostalCode, Country) are cleared/set to empty

  • Phone fields (Phone, MobilePhone, Fax) are cleared/set to empty

  • Email field is cleared/set to empty