Since 2018, hoteliers in Europe have had to comply with the requirements of the General Data Protection Regulation (GDPR), which strictly regulates the collection, processing, and storage of personal data. The issue is especially acute when scanning ID documents – passports, identity cards, driver’s licenses. One wrong action can result not only in a guest’s complaint, but also in a fine of millions of euros. The use of solutions such as business software management in conjunction with ID scanners is becoming the standard for monitoring.
ID Scanning and Legal Framework
The processing of the guest ID must be based on a clear legal framework. If the hotel copies the passport without consent and without a valid legal reason, it violates the GDPR. In Germany, for example, it is forbidden to scan an identity card unless it is explicitly stated in the law. Modern hotels use ID scanners, which support data differentiation depending on jurisdiction.
In France, registration forms must be kept for no more than 6 months. In Spain, on the contrary, there is an obligation to transfer guest data to the police within 24 hours of check-in, which creates a contradiction between local laws and the principle of minimization.
The Principle of Data Minimization
GDPR requires collecting only the data that is necessary for the provision of the service. For example, if the name and number of the document are needed for settlement, then the photo, residential address, or the number of the state registration register are already redundant. Even if the guest is willing to provide them voluntarily, the hotel must explain why it collects this information.
In 2023, a hotel in Spain received a €30,000 fine for copying a customer’s photo from an ID card without a legitimate reason. Such cases have led to the integration of hotel check in software, which supports a policy of collecting only the necessary data.
Biometrics and Digital Identities
Modern technologies allow you to replace document copying with remote verification via mobile ID verification, data confirmation without storing photos, as well as biometric authentication. This is especially relevant in the context of the development of eIDAS 2.0 and the introduction of EUDI Wallet, a digital wallet where a guest’s identity card can be verified without transmitting redundant data.
A number of hotels are implementing portable check-in stations with NFC and a camera, which allow them to automate the process and comply with GDPR.
Consent and Transparency
If the hotel decides to gather further information, it must get the guest’s express agreement by outlining the reasons for the collection, the location and method of storage, and the date of deletion. You may include a brief GDPR notice and a confirmation option in the user interface of systems like the hotel mobile check-in app.
The GDPR insists that consent must be free, specific, informed, and unambiguous. Hidden checkmarks in forms or automatic consents are a direct violation.
Storage Security and Responsibility
All collected data must be protected from unauthorized access. This means encryption, limited access, logging, and regular system checks. Integration with Opera Cloud PMS or other management software solutions allows you to set up a complete security chain.
Violations can cost the hotel up to 4% of the global turnover or 20 million euros. Not only the hotel is responsible, but also the third-party providers of hotel PMS software that process the data.
Shelf Life and Disposal
GDPR requires that personal data should not be stored for longer than necessary. For example:
- Legal norm of 12 months.
- If there is no such requirement, delete it immediately after registration.
This is implemented through business intelligence software solutions with the function of automatic deletion or anonymization.
Guest Rights Management
The guest has the right to:
- Get a copy of your data
- Make changes
- Request deletion
- Prohibit certain forms of processing
Systems such as a hotel self check in kiosk or a contactless check in hotel should provide access to these features via API or an admin panel.
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