As a host, when you request the DNI or passport from a traveler, you legally become a Data Controller. This entails an ethical and, above all, legal responsibility. In the era of cybersecurity, mismanaging this data can expose you to sanctions from the Spanish Data Protection Agency (AEPD).
Aquí le mostramos cómo manejar de manera segura los datos sensibles de sus invitados para proteger a sus clientes y su negocio.
Request the Minimum Amount of Data Possible to Comply with the Law
The golden rule of the GDPR is: do not ask for what you do not need.
- For the travelers’ entry report, you only need to collect the data required by law (RD 933/2021).
- Avoid photocopying or photographing the entire DNI as it is not strictly necessary for invoicing or the contract, since the DNI contains data (such as the signature or photo) that require special protection. If you do, make sure to destroy it once the registration is completed. Follow our guide on the data you should collect from the DNI or automate and scan only what is essential with our app.
Digitization vs. Paper: Which is Safer?
Although paper seems “harmless,” it is more difficult to protect against theft, fires, or loss.
- If you use paper: The reports must be kept locked in a fireproof filing cabinet. Never leave them in view of other guests or cleaning staff.
- If you use digital: It is the safest option as long as you use platforms with data encryption. The information travels encrypted from the guest’s mobile to the server, reducing the risk of interception. From Registro Parte Viajeros we offer you the best encryption so that your guests’ data is safe.
The danger of WhatsApp groups and Email
Many hosts make the mistake of requesting photos of the ID card via WhatsApp or regular email. This is a high-risk practice:
- The photos are saved in the phone’s gallery.
- If you lose your phone or your account gets hacked, your clients’ data is exposed.
- There is no control over who accesses that information.
Recommendation: Use our secure registration form that processes data in a closed environment and does not store it in the physical memory of your personal devices.
Security Protocol for the Host
| Action | Correct Practice | Risk Practice |
| Pickup | Direct scan or encrypted form | Photo sent by WhatsApp or SMS |
| Storage | Cloud with two-factor authentication (2FA) | Folder open on the computer or desktop |
| Access | Authorized personnel only (managers) | Share keys with all staff |
| Removal | Certified destruction or secure erasure | Throw the parts in the common trash can |
What should we inform the guests about?
The guest has the right to know what you do with their information. It is mandatory to have a Data Protection Information Clause. In it, you must indicate:
- Who is responsible (you or your company).
- What do you use the data for (legal compliance and booking management).
- How long will you keep them (3 years for the traveler register). Visit our article on the Register Books.
- How they can exercise their rights of access, rectification, or deletion.
What to do if my data is stolen?
If you suffer a hack or lose the physical logbook or have doubts that someone may have accessed your account, the best thing is to prevent it. The law requires you to notify any security breach you may have detected to the AEPD within a maximum period of 72 hours. Having your data centralized on a professional platform greatly facilitates the management of these incidents.
Conclusion
Handling data securely is not just an obligation, it is a value added. A guest who sees that you take their privacy seriously will feel much more at ease and willing to return.
Do you want to automate the protection of your data? At registroparteviajeros.com we use advanced encryption protocols so you only have to worry about being the best host.
