Learn how PassportScan manages guest data, including personal details, document images, and signed privacy forms. Understand what data can be automatically deleted through the CLP and what remains permanently in the system.
PassportScan provides several tools to help hotels manage their guests’ personal data in compliance with data protection regulations.
When a check-in is completed, PassportScan generates a guest profile containing:
A scanned image of the document (currently in black and white, with watermark).
A signed privacy form saved as a PDF.
The guest’s personal details.
For the retention and cancellation of personal data and images, PassportScan offers the CLP Data Cleaning Procedure. This tool allows you to define which data should be deleted and when it should be deleted, giving you full control over data lifecycle management.
You can learn more about the CLP configuration and process in this article: How does CLP Data Cleaning Procedure work?.
Unlike personal data and document images, the signed privacy form is preserved permanently in the system. It is not subject to automatic deletion by CLP. The cancellation of a privacy form is only possible manually, if explicitly performed by an operator.
In practice, the privacy form functions as a legal contract between the guest and the hotel regarding the processing of their personal data. For this reason, unless manually removed, the form will remain stored and accessible indefinitely within PassportScan.