If you’ve found your way this help guide it is likely because you have heard about new data protection and privacy regulations taking place in Europe known as GDPR, or the General Data Protection Regulations. Even though the regulation was formed in Europe and was designed for people within the EU, GDPR affects all of us everywhere in the world.
In the travel industry especially, where people are coming and going all around the world, we at OneRooftop want to make sure all our customers feel like they’re doing their part to give travelers peace of mind about their personal data.
The Privacy Compliance Settings are a complex set of new tools and we advise our customers read through this entire article and understand these changes before moving forward or simply experimenting.
We advise all our customers to get informed about GDPR and look into what ways it may intersect with your business. But in its essence there are three main components involved with GDPR as it relates to your guests and you, as vacation rental owners and managers.
1. Guest Data Extraction: A guest at any time can request to see all data that a property has about guest. The property has about 72 hours to export this data and send to guest.
2. Guest Data Anonymization: After a guest’s stay, she has the right to have all personally identifiable data “forgotten” by the property.
3. Marketing Opt-In for Guests: A guest has a fundamental right to control what marketing she receives. If you are using OneRooftop for email marketing or to send news about special offers or deals, guests will need to consent to receive marketing first.
To begin making updates on your OneRooftop account you will need to enable Privacy Compliance Settings. Enabling these settings will allow you to perform certain actions that we will overview here.
Enable Privacy Compliance
Your privacy compliance settings can be enabled and disabled. When they’re disabled it will remove content and actions related to Guest Data Extraction, Guest Data Anonymization, and Marketing Opt-In.
The rest of this article will be concerned mostly with compliance around Marketing Opt-in. If you’d like to read more about Guest Data Extraction and Guest Data Anonymization, please follow these links below.
Enable Marketing on Booking Engine
Guests will be presented with the option to opt in or opt out of hearing additional marketing from your business if this setting is enabled.
1. Marketing Opt-in Explanation: The content you add to this text area will appear on the booking engine. It should accomplish two goals:
Goal one: Inform guests what they are opting in or out of. If you send promotions, deals, or special offers via email, please outline them here. If you send a newsletter, please mention this here.
Goal two: Pose an unambiguous question to the guest that asks if they wish to opt in to this communication with you. It should be posed as a Yes or No question.
2. Marketing Opt-in Label
- This would be the “Yes” answer to the question mentioned above. Here’s some text you can use:
- Yes please, I’d like to hear about offers and services.
3. Marketing Opt-out Label
This would be the “No” answer to the question mentioned above. Here’s some text you can use:
No thanks, I don’t want to receive communication about additional offers and services.
The Content you add for these three fields will be formatted like this on the booking engine:
The remainder of this help guide overviews what is known as the Marketing Opt-in page. Under GDPR, a guest must opt-in to receive marketing from a business. This includes past guests.
OneRooftop has added new tools so you can reach out to past guests if you choose. How exactly to lead an outreach plan is overviewed in an article that can be found here.
On this article we will define what each field means.
1. Marketing Opt-in Page URL: Sending guests this URL will allow them to submit their email address and opt in to marketing.
2. Marketing Opt-in Page Content: When guests click the above URL they will be brought to a page that contains the text added here. It will also have an input field for a guest to submit their email address.
3. Marketing Opt-in Confirmation Email Content: When the guest submits their email address, they’ll be advised to check their email for further instructions. You can personalize the email by adding content here. Here’s an example.
4. Marketing Opt-in Confirmation Page Content: When the guest clicks the hyperlinked text, they’ll be brought to a page that confirms they’ve successfully opted in to marketing. The content added here will appear above the thin gray line. The text and button below the line are not customizable. They are there so the guest can still opt out if they opted in by mistake.