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Bedful & GDPR

In line with the General Data Protection Regulation (GDPR) effective of 25th May 2018, please note that Bedful is fully GDPR-compliant and will continue to operate well within the new guidelines.

In advance of the new directive, we have also added extra security to bedful.com, updated our Privacy Policy for every customer that makes a booking through our system and added more information for customers about why we collect the information we do before they place their booking.

We have given you control over both data collection and data retention on bedful, with custom Data Policies for each site. So you can choose how much data to collect, and when to anonymise that data (up to 2 years duration).

GDPR Guidance

This information is for general guidance only and is not intended to be a substitute for specific legal advice about how the data protection legislation applies to your business. This is not legal advice.

It is important that you, too, operate within the law when running your own business and always use best practice when handling customer data.

This includes, but is not limited to, things like:

  • Using secure passwords and changing them frequently.
  • Only granting access to the relevant members of staff.
  • Not leaving computers and software logged in when not in use.
  • Making clear to customers how their data is used and who it might be shared with in a Privacy Policy on your own website.
  • Ensuring your booking policy and terms & conditions are up to date on bedful.com – you should include a copy of your privacy policy within (or at the end of) these terms & conditions.

While we at Bedful offer a secure and functional booking system for you to use, it is also up to you to access and use your data responsibly and abide by the new laws. We do require that commitment from you, and that commitment can be found in our updated terms and conditions, which all Bedful users are required to read and accept in order to use this service.

Sending Marketing Emails

While all data held on bedful.com is compliant with GDPR and you are entitled to send relevant e-mails specifically related to a booking to all your customers, it is important you remember that not every customer may have consented to receive additional marketing e-mails from you as well. You are therefore only permitted to send marketing material to those customers who have actively opted-into your newsletter list.

Every customer is asked, when they book via Bedful, if they would like to join your mailing list. You are entitled to send marketing e-mails to those who ask you to. You can find these people by clicking on the Customers tab on your Bedful account. Under the heading Mailing List it will say yes, next to those customers who have said yes to receiving e-mails and no next to those who have not.

Using the first drop-down menu, you can also select whether you view all customers or only those customers who have opted in to your newsletters, or only those who have opted out. Once you have filtered, you can click the download e-mails link, to download the customer e-mails displayed. On this downloaded spreadsheet, too, there is a corresponding column entitled newsletter. It will say yes, for those that are happy to receive marketing e-mails, and no for those who are not.

Anonymisation of Customer Data

In order to ensure the most robust data management measures, we will also be anonymising all booking customers' personal information at most 2 years after their booking has been made. You have a choice over what time period is appropriate for you, and you can set this in your Data Policies.

The process of anonymisation removes the customer's personal details (including name, email address, telephone number and postal address) while keeping details of the booking (including dates, price, extras) for your own performance trends and financial records over time. We do not remove customer accounts tied to their email as those are required to allow customers to log in, but all other booking data can be anonymised, nor do we remove financial data you might require for tax records. 

Before anonymising of data, we will inform you beforehand in case you would like to archive the records yourself. Please note, we do not recommend deleting bookings yourself as you will lose important information (including financial records) relating to that period.