Rules & Regulations

Guest Registration

This information is part of the Taking Bookings topic.
In this topic:

• Taking bookings
• Terms and conditions
• Cancellations, no shows, amendments, refunds and compensation
• Guest registration

All accommodation providers - serviced, self catering and camping - are required by law to keep a register of all their guests who are over sixteen by the Immigration (Hotel Records) Order 1972 (as amended).

Guest Register

The regulations don't specify that the register has to be any specific format - you could use a diary or guest registration cards that are filed by date, or you could enter the information onto a spreadsheet (provided it was securely backed up). You don't have to do anything with the details other than keep them securely, but under the law you must be able to produce them if requested by the police.

For all guests in the party aged over sixteen you must record:

• Date of arrival/date of departure
• Full name
• Nationality
• Passport number and place of issue - only for guests who are not British, Irish or Commonwealth citizens
• Next destination - only for guests who are not British, Irish or Commonwealth citizens

Your obligations

Apart from recording the information above your only other obligation, under the Immigration (Hotel Records) Order, is to keep it securely so that your 'register' may be inspected by the police at any time. If you are using a paper format of any kind, as time passes you will need to find ways to securely archive your guest records in a way that is relatively easily accessible. If you are entering details onto a spreadsheet or other database you must ensure that you have adequately and securely backed the information up.

However, because you are keeping personal data - whether on paper or on the computer - you also have all your usual obligations, under the Data Protection Act, to collect only relevant information, to keep your guests' details, securely, privately and fairly and to only use them lawfully.

Collecting additional information

Many businesses take the opportunity of the guest registration process to collect additional information to use for research or marketing purposes, such as:

• address
• email address
• interests/reason for visiting
• whether they would like to receive further information in the future

This is a good idea: once guests have arrived at your premises - assuming that their first impressions are positive - they are much more likely to provide this information than when asked 'cold' at the point of enquiry or booking.

However you organise your guest registration process, you should make it clear which details are required by law, and avoid giving the impression that all the information you collect is mandatory. Note that address is not required by law.

Guest registration template

For an example of a guest registration card, click here.

Also in this topic:

• Taking bookings
• Terms and conditions
• Cancellations, no shows, amendments, refunds and compensation