GDPR Readiness Statement

Welcome Systems has for over 30 years taken pride in ensuring we manage and process our clients’ data to the highest security standards. Many of you will be aware of the General Data Protection Regulation (GDPR) due to come into force on May 25th this year, however there is the potential for some confusion and anxiety around what the regulations will mean and their potential impact.

Like any reputable software supplier, Welcome Systems Ltd has been working hard behind the scenes to ensure its products meet the standards of the new regulations. We are pleased to advise that the Welcome Anywhere brand of products will be fully GDPR compliant by the inception date. Naturally there will be some changes we have to make to achieve this, however these will enhance the product and ensure we continue to deliver a stable, successful product to our customers for many years to come.

The purpose of this document is firstly to ensure our customers remain relaxed around the coming changes, but more importantly, to allow Welcome to offer advice around some of these changes and, where possible, increase awareness of what the GDPR implications will require from Data Processors and Controllers in the hospitality industry.

What is the General Data Protection Regulation?

The GDPR is a set of regulations that structure and control how data should be managed and secured throughout Europe, however should data be passed outside the EU to other regions the data is still governed by the GDPR and therefore it should be considered a global set of regulations.

Of particular concern within the regulation is Personal Identifiable Information, or PI. This is data that can be used to identify a person or organisation. It can appear to be quite ambiguous in its definition, however for the purpose of this paper we should regard it as any information about any individual or business.

The GDPR grants many more rights to the individuals for controlling what happens with their data and how it can be processed. It goes beyond this document to discuss these rights in full, however more information is available in Welcome Systems’ Privacy policy.

Upcoming Changes

To ensure Welcome Systems can continue to provide the required systems and data, we will be making several changes to our applications. Some of these will be visibly noticeable and others will not.

Booking Forms

Very soon we will be deploying changes to our booking forms. These include the main application booking forms and the booking engine booking forms many of you use. The changes will structure how we obtain consent to marketing and ensuring our customers are aware of our Privacy Policy. We will also be enabling the customers to have an email sent from us with our privacy policy attached.

Many of you use Terms and conditions within the booking engine and it would be advisable to check the terms and conditions you set are GDPR compliant. If you have any queries on we would recommend you seek further advice.

At the same time as updating the booking forms, we are also introducing a new tool that will validate the email addresses customers add, and also the mailbox behind it exists so that we can  ensure we can communicate better with our customers.

Welcome Anywhere Super Users

Welcome will be making some amendments to the terms and conditions it has with its own customers. To that end we will be enabling a new level of user within the application. Each site will need to allocate one user to this level and they will be responsible for accepting and agreeing to any alterations.

Please look out for a banner in Welcome Anywhere shortly to advise this process is now available.

Azure Platform

Welcome Anywhere utilises cutting edge cloud technology found with the Microsoft Azure hosting environment. As part of our commitment to utilising  the very latest innovations, Welcome systems will be migrating to a brand new Azure platform infrastructure prior to the 25th May.

Whilst we will ensure we keep interruption to a minimum there may be a small maintenance window required to undertake this work