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Hotels — DPDPA Sector Pack

Printable notice for the reception desk: what guest data is collected, why, guest rights, and the Grievance Officer — in English and Hindi, per s.5(3)'s language option.

• Hotel Guest Privacy Notice (Front Desk, Printable, EN + HI)

  Printable notice for the reception desk: what guest data is collected, why, guest rights, and the Grievance Officer — in English and Hindi, per s.5(3)'s language option.

  # Guest Privacy Notice / अतिथि गोपनीयता सूचना **[HOTEL_NAME]** — displayed at reception per the DPDP Act 2023 (Digital Personal Data Protection Act; s.5 notice requirement). ## What we collect and why (s.5(1)) | Data | Purpose | |---|---| | Name, contact details | Reservation, billing, and communication about your stay | | Government ID (copy or number) | Guest verification as required by applicable law [CUSTOMIZE: cite your state's guest-register / police-verification requirement; Form C for foreign nationals] | | Payment details | Processing payment for your stay | | Vehicle number [IF COLLECTED] | Parking and security | | CCTV imagery | Safety and security of guests and staff (see CCTV notice) | We collect only what the purposes above require (s.6 — consent must be limited to the specified purpose) and do not use your data for any other purpose without telling you first. ## Your rights (ss.11–14) You may request: **access** to a summary of your data (s.11), **correction or erasure** (s.12), and **grievance redressal** (s.13). You may **withdraw consent** at any time, as easily as you gave it (s.6(4)) — withdrawal does not affect your completed stay's legally-required records. You may **nominate** a person to exercise these rights for you (s.14). ## How long we keep it Booking and billing records: [RETENTION_PERIOD — CUSTOMIZE per your policy]. ID copies: erased once the legal retention requirement is met (s.8(7)(a) requires erasure when the purpose is served, unless retention is required by another law — [CUSTOMIZE: the guest-register law that applies to you]). ## Grievance Officer (s.13) [GRIEVANCE_OFFICER_NAME] — [EMAIL] — [PHONE]. If unresolved, you may complain to the Data Protection Board of India. --- ## हिन्दी (s.5(3): notice available in Eighth Schedule languages) **हम क्या एकत्र करते हैं और क्यों:** नाम व संपर्क विवरण (आरक्षण और बिलिंग हेतु); सरकारी पहचान पत्र की प्रति (लागू कानून के अंतर्गत अतिथि सत्यापन हेतु); भुगतान विवरण; सीसीटीवी फुटेज (सुरक्षा हेतु)। **आपके अधिकार (धारा 11–14):** अपने डेटा का सारांश माँगना, सुधार या मिटाने का अनुरोध, शिकायत निवारण, सहमति वापस लेना (जितनी आसानी से दी उतनी आसानी से — धारा 6(4)), और अपनी ओर से अधिकार प्रयोग हेतु किसी को नामित करना। **शिकायत अधिकारी:** [GRIEVANCE_OFFICER_NAME] — [EMAIL] — [PHONE]। समाधान न होने पर आप भारतीय डेटा संरक्षण बोर्ड में शिकायत कर सकते हैं। --- *Print and display at reception. [CUSTOMIZE the bracketed fields before displaying — a notice with placeholders visible is not a valid notice.]* *Version: [VERSION] · Effective: [DATE]*

• Guest ID-Copy Handling, Retention & Destruction Procedure

  The single riskiest data practice in most hotels: photocopied Aadhaar/passport pages. Where copies live, who can touch them, when and how they are destroyed.

  # Guest ID-Copy Handling, Retention & Destruction Procedure **[HOTEL_NAME]** — implements DPDP Act 2023 s.8(5) (reasonable security safeguards) and s.8(7) (erasure when purpose is served) for the highest- risk data most hotels hold: physical and scanned copies of government IDs. ## 1. Collection - Collect an ID copy ONLY where a legal requirement applies [CUSTOMIZE: your state guest-register rule; Form C for foreign nationals]. If verification by sight is legally sufficient for your category of establishment, do that instead and record "verified" in the register — don't keep a copy you don't need (s.6: data limited to the stated purpose). - Aadhaar: prefer masked Aadhaar / offline verification. Never store the full Aadhaar number where a masked form satisfies the requirement. ## 2. Storage - **Physical copies**: locked cabinet at [LOCATION], accessible only to [ROLES — e.g. front-office manager, owner]. Never left at the front desk, never in open trays. - **Scanned copies**: only in [SYSTEM — e.g. the PMS document module], never in personal phones, WhatsApp, or shared email inboxes. [CUSTOMIZE: if staff currently WhatsApp ID photos to a manager — a very common practice — this procedure must explicitly end it and say what replaces it.] ## 3. Register of copies Maintain a simple log: date, guest folio number, type of ID, where the copy is stored, destruction date + initials. This register is itself DPDPA evidence — upload a photo/scan of a completed page to Sentyra. ## 4. Retention & destruction (s.8(7)) - Retain for [RETENTION_PERIOD — CUSTOMIZE to the legal minimum that applies to you, not longer]. - Destroy physical copies by cross-cut shredding; delete scans including from backups/recycle bins. Record each destruction batch in the register (date, range destroyed, by whom). - Destruction cadence: [MONTHLY/QUARTERLY], owner: [ROLE]. ## 5. Staff rules - No photographing guest IDs on personal devices. - ID data is disclosed only to police/authorities on valid written request, logged in the register. --- *Owner: [ROLE] · Review: [ANNUALLY] · Version: [VERSION] · Date: [DATE]*

• Physical Guest Consent Register (Printable Template)

  A printable one-page-per-day register recording guest consent for optional processing (marketing, WhatsApp updates) — consent collection for a front desk, not a website.

  # Guest Consent Register — [HOTEL_NAME] Records consent under DPDP Act 2023 s.6: free, specific, informed, unconditional, and given by clear affirmative action. **Checking in does not itself require this register** — data needed for the stay and for legally-required verification has its own basis. This register is for OPTIONAL processing only: - Marketing messages / offers after checkout - WhatsApp/SMS stay updates - [CUSTOMIZE: loyalty program, birthday/anniversary greetings, photos for social media, etc.] ## Register page (print; one row per guest who opts in) | Date | Guest name | Folio # | What they agreed to (tick each separately) | Signature | Staff initials | |---|---|---|---|---|---| | | | | ☐ Marketing ☐ WhatsApp updates ☐ [OTHER] | | | Rules for staff (s.6): 1. Each purpose gets its own tick — never one blanket signature (s.6(1): consent is limited to the specified purpose). 2. Opting in must not be a condition of the stay (s.6(1): "unconditional"). 3. A guest can withdraw any tick later, in person or via [EMAIL/PHONE] — record the withdrawal in the register with a date and stop the processing (s.6(4)–(5)). Withdrawal must be as easy as opting in. 4. Completed pages are filed at [LOCATION] and a photo of each month's pages is uploaded to Sentyra as consent evidence. --- *Owner: [ROLE] · Version: [VERSION] · Date: [DATE]*

• CCTV Notice & Footage Handling (Printable)

  Printable CCTV signage (EN + HI) plus the minimal footage-handling rules: retention, access, and no cameras in private areas.

  # CCTV Notice & Footage Handling — [HOTEL_NAME] Implements the DPDP Act 2023 notice (s.5), safeguards (s.8(5)), and erasure (s.8(7)) duties for CCTV, the one processing every guest walks through. ## Signage (print, display at entrances and monitored areas) > **CCTV in operation** — for the safety and security of guests and > staff. Recordings are kept for [RETENTION_DAYS] days and then deleted. > Queries: [GRIEVANCE_OFFICER_NAME], [CONTACT]. > > **सीसीटीवी निगरानी जारी है** — अतिथियों एवं कर्मचारियों की सुरक्षा हेतु। > रिकॉर्डिंग [RETENTION_DAYS] दिनों तक रखी जाती है, फिर हटा दी जाती है। > संपर्क: [GRIEVANCE_OFFICER_NAME], [CONTACT]। ## Footage handling rules 1. **Coverage**: entrances, lobby, corridors, parking, and back-of-house only. **Never** guest rooms, washrooms, or changing areas. 2. **Retention (s.8(7))**: [RETENTION_DAYS — commonly 30–90; CUSTOMIZE] days on the DVR/NVR, then automatic overwrite. Footage preserved beyond that only for a specific incident, logged with reason and authorized by [ROLE]. 3. **Access (s.8(5))**: DVR/NVR in a locked room/cabinet; viewing limited to [ROLES]. Default password changed; remote-viewing apps limited to named devices [CUSTOMIZE: list them]. 4. **Disclosure**: to police/authorities on valid written request only, logged (date, requester, footage range). 5. **No copies** on personal phones or WhatsApp. Evidence for Sentyra: a photo of the displayed signage + a photo of the DVR retention setting screen. --- *Owner: [ROLE] · Review: [ANNUALLY] · Version: [VERSION] · Date: [DATE]*

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