The Cleaning Procedure (CLP) module in PassportScan Cloud helps you manage and delete guest identification datacollected during check-in, ensuring compliance with data protection regulations like GDPR. By default, every new PassportScan Cloud account starts without a CLP configuration, so you need to set up your preferences before the system can start deleting data.
Follow this guide to configure your CLP module easily and independently.
Go to Settings
From the PassportScan Cloud workspace page, click the gear icon in the top-right corner to open the settings menu.
Select CLP
In the left-hand menu, click on “Cleaning Procedure (CLP)”. This section controls how the system deletes and manages guest identification data.
Add a New Rule
On the main CLP page, click the “Add New” button on the right-hand side. This creates a new CLP rule where you can define what data to delete, when, and under which conditions.
Each CLP rule has several sections. Let’s go through them step by step.
In this section, fill in the following:
Name: Give your rule a descriptive name.
Description: Add details about what this rule does.
Enable: Turn this on to activate the rule.
Debug: Leave this off — it’s for technical support only.
The “What” section lets you decide which data the system will delete. You’ll see a list of guest data fields. For each one, you can select:
Never: The system never deletes this data.
Always: The system always deletes this data.
Dependency: Deletion depends on the guest’s consent given during check-in.
Important notes for Dependency:
The system deletes or keeps data based on the guest’s choice in the consent section of the app.
Ensure consent flags are correctly set in the “Font White” section related to CLP dependencies.
If the guest denies consent, the related data will always be deleted.
Example: fields like email, phone, or address can be set to Dependency, so each field is handled according to the guest’s consent.
Here you define how long the system should keep guest data before applying deletion rules. Enter the number of days the data should be retained.
After saving your rule:
Rule Administration: On the main CLP page, active rules are listed at the top, disabled rules at the bottom.
Assign to Branches: A rule must be assigned to the branch(es) where you want it to run.
Show Registry: Use this to view deleted profiles, effectively acting as a log of deletions.
Deactivate a Rule: Click the gear icon on a rule to disable it. Once disabled, it will no longer delete data, even if assigned to a branch.
Start with one simple rule and test it in a single branch before expanding.
Always double-check consent dependencies to ensure compliance.
Keep an eye on the Show Registry to monitor deletions and confirm your rules work as expected.
This article can be complemented with a step-by-step video showing:
Navigating to settings
Adding a new CLP rule
Choosing “What” data to delete
Setting retention in “When”
Activating the rule and assigning it to a branch