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Secure Guest & Property Data Sharing

Protect guest records, event contracts and staff files, and share BEOs and plans with clients, suppliers and travel partners through controlled, traceable links.

What this group does

Hotels and event venues handle guest identities, ID copies, payment-related details and confidential event contracts every day. Secure Guest & Property Data Sharing lets the Hospitality add-on protect these files and exchange event plans, BEOs and contracts with clients, suppliers and travel agencies under controlled, traceable conditions — so service stays fast without weakening guest privacy or compliance.

Guest & property files
→
Encrypted, masked, permissioned
→
Approved release
→
Traceable access & audit

Screen previews

A quick look at the screens. Use the toggle in the corner of each preview to switch between the dark and light themes.

app.totalapp.app/hospitality/secure-guest-data
Guest-profile-VIP-1188.pdf — Encrypted
Protected
ID-copy-Room-512.jpg — Masked
Masked
Event-contract-Gala-2026.pdf
View-only
Guest record access — audit
Logged

Secure guest data: masking, encryption and audit

app.totalapp.app/hospitality/secure-sharing
BEO-Gala-Dinner-2026.pdf — Event client
OTP link · 7 days
Group-rooming-list-TA-42.xlsx — Travel agency
Pending approval
Menu-proposal-Spring.pdf — Caterer
View-only
Guest access — Auditor
Expired

Secure sharing with event clients, suppliers and travel partners

Challenges it addresses

ChallengeWhy it matters
Guest privacyGuest profiles, ID copies and stay history are sensitive and must comply with KVKK/GDPR-style rules.
Payment-related dataCard and billing details must not leak through exports or casual sharing.
Large event filesFloor plans, menus and media are large and must reach clients and suppliers quickly.
External partiesEvent clients, caterers and travel agencies need documents without broad system access.
Multi-property, multi-shift teamsStaff across departments and properties need access limited to their role.

Key features

  • Encryption — guest and property files are protected in transit and at rest.
  • Role-based access — permissions by department, property or shift, so staff see only what they need.
  • Sensitive-data masking — ID, contact and payment-related fields are masked where full detail is not required.
  • Watermarking & tracking — user-specific identifiers show who viewed or modified a file.
  • OTP-protected, expiring links — share with external parties without creating accounts; set expiry and per-recipient rights.
  • Approve before sending — outgoing files wait for an authorized approver.
  • Remote and mobile access — secure access for staff across the property, with metadata search to find records fast.
  • Audit trails & reporting — a complete history of access supports audits and guest data requests.

How it fits your hospitality workflows

Where you workWhat secure sharing adds
HousekeepingRoom and lost-and-found records stay permissioned by department.
Banquet & Events (BEO)BEOs and contracts reach clients and suppliers through approved, expiring links.
Engineering & MaintenanceVendor and inspection documents are shared with contractors under controlled access.
Guest Relations & Service RecoveryVIP preferences and incident records stay private to authorised staff; every access is logged.

Business value

  • Protected guest privacy — sensitive data stays confidential throughout its lifecycle.
  • Audit-ready operations — complete access history supports compliance and guest data requests.
  • Faster collaboration — one secure path replaces ad-hoc email and file-transfer tools.
  • Confident external exchange — share what is needed, see who received it, and stop access when it expires.