Department: Front Office (Reception)
Supervisor: Managing Director
Responsible: Front office (Reception) Staff and other Staff with system access

Registration cards

  • Guest registration card must be filled and signed by the individual guest at check in.
  • The receptionist should sign the registration cards as well after performing check-in.
  • Registration card is to be put to the guest folder and kept there until check-out
  • In case of a room move, registration card and all the guest’s receipts must be placed in the correct folder.
  • During the check-out the registration card should be taken out from the folder with all guest’s receipts.
  • After check-out the registration card is to be sent to the Archive/ Accounting department with all proper documentation.
  • The registration cards are to be kept within the hotel for 3 years after guest’s departure.
  • After the legally set time, they are securely destroyed by shredding.

Personal ID

All guests must provide their passport/ID details at the time of check-in/Booking:

  • Local citizens – an internal passport of a citizen the country; if permanently residing outside – a foreign passport. If the guest refuses to allow a copy of their passport to be made, to register the guest at their place of residence, it is necessary to fill out a questionnaire (Form No. 5).
  • Foreign citizens and stateless persons – a copy of the foreign passport or stateless person's passport, visa, and migration card if available, or another document confirming the right to stay in the territory of the Russian Federation for the purpose of registering for migration at their place of residence.

Important things to pay attention to:

  • Company may face fines, penalties, or lawsuits for non-compliance with data protection laws.
  • Inadequate data protection can lead to unauthorized access, resulting in data breaches that expose sensitive information.
  • Unauthorized access to guest information (e.g., credit card details, personal identification) can lead to significant financial loss for both the hotel and its guests.