Guests check out.Their passports stay.

The front desk is the most sensitive data counter in the building.

In one line: Hotels may collect and retain ID where law requires it, such as for foreign guest reporting, for the period required. Retaining copies beyond that is difficult to justify under Section 8(7).

The estate · Hospitality & TravelHover to inspect

A photocopier is a data store with a paper tray.

The scene

The property scanned every guest's ID into a folder named ‘ID 2012’. It grew by a thousand files a month. Every reception login across the group could open it.

Where the thinking breaks

The unclear thoughtWhat it breaksThe clearer thought
The law requires ID copies. The law requires specific records, such as Form C for foreign guests, not a permanent archive of everyone. Collect what the law names, keep it for the period it names.
Reception needs access to everything. Staff need the current stay, not twelve years of guests. Restrict access to property and stay dates.

Aadhaar at the desk

Collecting full Aadhaar numbers and copies carries its own legal restrictions. Prefer masked or verified forms, and avoid storing copies.

Monday morning

  1. 01Find every folder of scanned IDs.
  2. 02Set retention to what law requires.
  3. 03Delete the rest.

Questions, answered plainly

Can hotels keep copies of guest IDs under DPDPA?

Hotels may collect and retain ID where law requires it, such as for foreign guest reporting, for the period required. Retaining copies beyond that is difficult to justify under Section 8(7).

Should hotels store Aadhaar copies?

Hotels should avoid storing Aadhaar copies where not required, use masked Aadhaar or verification methods, and follow Aadhaar-specific legal restrictions.

Sector · Hospitality & TravelGuests check out. Their passports stay.Read → Hospitality & Travel · Deep diveLoyalty is a promise. Profiling is a different one.Read → Hospitality & Travel · Deep diveThe camera remembers longer than the guest stayed.Read →

Tell us where your data sits.We'll show you where the exposure is.

A partner replies within one working day, with a first view on your penalty exposure.

Speak to a partner