Department: Front Office
Supervisor: Front Office Manager
Responsible: Front Desk Agents

Important document (Registration Card):

  • The registration card is a "contract" that should be signed by every guest when registering at the hotel.
  • In case of disagreements, damages, or inquiries from external government departments, it serves as an official document.
  • Implementing data protection procedures is crucial for safeguarding guest and company information, ensuring compliance with regulations, and maintaining trust.

Information on the Registration Card: 

  • Check-in/out dates
  • Type of room
  • Room number
  • Rate
  • Number of guests
  • Full Name of the responsible Guest
  • Address
  • City, State/Province, Zip/Postal Code, Country
  • Phone Number
  • Email Address
  • Hotel Rules agreement
  • Non-Smoking Policy agreement
  • Personal Data Protection agreement
  • Guest signature
  • Employe signature (Hotel representative)
  •  

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 the country – a foreign passport. 
  • Foreign citizens and stateless persons – a copy of the foreign passport or stateless person's passport, visa, and migration card (if available), or other documents confirming the right to stay in the country for the purpose of registering for migration at their place of residence.

Review of information with the guest:

  • Confirm that all information is accurate with the guest.
  • Ensure that the guest understands hotel policies (e.g., check-out time, amenities).

Registration card important factors:

  • Guest registration card must be filled and signed by the individual guest at check in.
  • The Front Desk Agents should sign the registration cards after performing the check-in.
  • Registration card is to be in 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 relevant documentation.
  • The registration cards are to be kept with the hotel for 3 years (Or another time set by local rules and regulations) after guest’s departure.
  • After the legally set time, they are securely destroyed by shredding.

Important things to pay attention to:

  • If a room is occupied by more than one guest, print registration cards for each guest and obtain their signatures. There can be exceptions for guests under a certain age according to local rules and requirements.
  • 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.


Important Note: The above must always be updated according to local rules and regulations.