Use Guest Information Templates for Government Data Compliance

Properties in Australia collect guest data for guest invoicing and company invoicing compliance. Australia has no mandatory police reporting requirement for hotel guests, and there is no government system for guest registration or police notification.

The following guest information may be collected:

• Company City / Suburb
• State / Territory
• First Name
• Company Phone
• Company Country
• ACN (Australian Company Number)
• Postcode
• Company / Business Name
• Last Name
• Company Email
• Email
• City / Suburb
• Phone
• Company Address
• Company Postcode
• Company State / Territory
• ABN (Australian Business Number)
• Country
• Address

Properties in Brazil collect guest data for FNRH (Ficha Nacional de Registro de Hóspedes). This process supports data collection only and does not submit information to government systems (SERPRO).

The fields include:

• First Name
• Last Name
• Nickname
• Date of Birth
• Email address
• Phone
• Mobile
• Gender
• Nationality
• Street Address
• Apt, suite, floor etc.
• Neighborhood
• Country
• City
• Postal/ ZIP Code
• Type of Document (CPF, Passport)
• Document Issue Date
• Document Number
• Has Disability
• Disabilities
• Travel Reason
• Mode of transportation
• Race
• Responsible Guest (mandatory for guests under 18)
   

Properties in Canada collect guest data for provincial guest registration and GST/HST tax invoice compliance. This template covers British Columbia, Ontario, and Manitoba.

The following guest information may be collected:

• First Name
• Country
• Last Name
• Email
• Street Address
• City
• Province / State
• Postal Code
• Company Email
• Phone
• Fiscal Country
• GST/HST Number
• Fiscal Address
• Fiscal Postal Code
• Company Legal Name
• Fiscal City
• Fiscal Province
• CRA Business Number
• Company Phone

Properties in the Czech Republic collect guest data for mandatory foreign guest reporting to the Foreign Police through UbyPort. Only non-Czech guests are reported.

The following guest information may be collected:

• Place of Birth
• Country
• First Name
• Nationality
• Gender
• Document Issuing Country
• Street Address
• Visa Number
• City
• Arrival Date
• Document Number
• Departure Date
• Type of Document
• Date of Birth
• Last Name
• ICO (Company ID Number)
• DIC / EU VAT Number
• Company Phone
• Postal / ZIP Code
• Company Email
• Fiscal Country
• Email
• Fiscal ZIP
• Fiscal Address
• Phone
• Company Legal Name
• Fiscal City

Properties in Denmark collect guest data to maintain a guest registration book (gæsteprotokol). There is no centralized mandatory electronic reporting system.

The following guest information may be collected:

• Last Name (Efternavn)
• Departure Date
• City
• Nationality
• Date of Birth
• Document Issuing Country
• First Name (Fornavn)
• Document Number
• Country
• Document Issue Date
• Type of Document
• Street Address
• Document Expiration Date
• Arrival Date
• Company Email
• Momsnummer (EU VAT)
• Gender
• Email
• Phone
• Postal / ZIP Code
• Fiscal City
• Fiscal ZIP
• Fiscal Address
• Company Phone
• Company Legal Name
• Fiscal Country
• CVR Number

Properties in Finland collect guest data for guest registration records and local police reporting. The process is primarily manual, with no centralized electronic submission system for police reporting.

The following guest information may be collected:

• Street Address
• Departure Date
• Date of Birth
• Country
• Arrival Date
• Gender
• First Name
• Document Number
• Type of Document
• Nationality
• Last Name
• Document Issuing Country
• Fiscal ZIP
• Postal / ZIP Code
• City
• Email
• Phone
• Fiscal Address
• Company Legal Name
• Company Email
• Fiscal City
• ALV-numero (EU VAT)
• Fiscal Country
• Company Phone
• Business ID (Y-tunnus)

Properties in Greece collect guest data to maintain a guest register (Βιβλίο Πελατών). All guests aged 14+ must be registered individually.

The following guest information may be collected:

• Date of Birth
• First Name
• Last Name
• Email
• Phone
• Mobile
• Gender
• Nationality
• City
• Province / State
• Country
• Document Number
• Receive fiscal invoice from myDATA by email?
• Postal Code
• Document Issuing Country
• Document Type
• Street Address
• Company Phone
• Company State
• Guest Tax ID (ΑΦΜ)
• Apt, suite, floor etc.
• Company City
• Company Postal Code
• Company Email
• Company Street Address
• Company Apt, suite, floor etc.
• Company Country
• Company Tax Office (ΔΟΥ)
• Company Tax ID (ΑΦΜ)
• Tax Office (ΔΟΥ)
• Company Legal Name

Properties in Hungary collect guest data for mandatory guest registration through the VIZA system, operated by the Hungarian Tourism Agency (MTÜ).

The following guest information may be collected:

• Company Phone
• Fiscal City
• Mobile
• Fiscal County
• Adószám (Tax Number)
• Apt, suite, floor etc.
• Postal Code
• Type of Document
• Company Adószám (Tax Number)
• First Name
• Nationality
• Document Number
• County
• Document Issuing Country
• Last Name
• Email
• Company Email
• Fiscal Address
• Fiscal Country
• Fiscal Postal Code
• Phone
• Company Legal Name
• Date of Birth
• Street Address
• Fiscal Address 2
• Gender
• City
• Country

Once the "Italy" template is selected, the Guest Details fields in your system will automatically update to reflect the required fields for Italy regulatory compliance. 

The following guest information is collected to meet government reporting regulations:

• Check-out
• Date of Birth
• Gender
• Profession
• Residence Country
• Check-in
• Mean of Transportation Type
• Reservation Channel
• Guest Type
• First Name
• Country of Birth
• Community of Birth
• Education Level
• Citizenship
• Tax Exemption
• Document Type
• Document Number
• Document Issuing Country
• Document Issuing Place
• Last Name
• Tourism Type

These fields are dynamic, meaning different fields will appear or be required based on guest characteristics, such as nationality (e.g., Italy resident vs. foreign guest).

Properties in Mozambique collect guest data for the Boletim Individual de Alojamento. Hotels must communicate foreign citizens’ identification data to Migration Services (SENAMI) within 3 days of registration.

The following guest information may be collected:

• Document Issuing Country
• First Name
• Nationality
• Last Name
• Date of Birth
• Country
• City
• Type of Document
• Document Number
• Street Address
• Company Phone
• Gender
• Email
• State/Province
• Phone
• Postal / ZIP Code
• Fiscal Address
• Fiscal City
• Fiscal Country
• NUIT (Tax ID Number)
• Company Email
• Fiscal State
• Fiscal ZIP
• Company Legal Name

Properties in Norway collect guest data to maintain a guest registration book (gjesteprotokoll). There is no automatic per-guest police reporting.

The following guest information may be collected:

• First Name
• Street Address
• City
• Arrival Date
• Last Name
• Date of Birth
• Country
• Departure Date
• Type of Document
• Document Issuing Country
• Nationality
• Document Number
• Company Postal Code
• Postal Code (Postnummer)
• Company Country
• Email
• Company Address
• Company Name (Firmanavn)
• Organisasjonsnummer
• Company City
• MVA-nummer
• Company Email
• Company Phone
• Phone

Once the "Portugal" template is selected, the Guest Details fields in your system will automatically update to reflect the required fields for Portugal regulatory compliance. 

The following guest information is collected to meet government reporting regulations:

• Date of Birth
• Nationality
• Street Address
• Apt, suite, floor etc.
• Postal/ZIP Code
• Residence Country
• Residence City
• Last Name
• Document Issuing Country
• Check-in Date
• Check-out Date
• First Name
• Place of birth
• Company Tax ID Number
• Document Type Code
• Document Number

These fields are dynamic, meaning different fields will appear or be required based on guest characteristics, such as nationality (e.g., Portugal resident vs. foreign guest).

Properties in Slovakia collect guest data for manual reporting of foreign guests to the Foreign Police department (Cudzinecká polícia).

The following guest information may be collected:

• Nationality
• Document Issuing Country
• Type of Document
• First Name
• Street Address
• Date of Birth
• Document Issue Date
• Arrival Date
• Document Expiration Date
• City
• Last Name
• Country
• Departure Date
• Document Number
• Gender
• Postal / ZIP Code
• Phone
• Fiscal Country
• Email
• Company Phone
• Fiscal Address 2
• ICO (Company ID Number)
• DIC / EU VAT Number
• Company Email
• Fiscal City
• Fiscal ZIP
• Company Legal Name
• Fiscal Address

Properties in Slovenia collect guest data for mandatory electronic guest registration through eTurizem, managed by AJPES. Reporting is used for police registration and tourism statistics.

The following guest information may be collected:

• Last Name
• First Name
• Date of Birth
• Nationality
• Gender
• Country of Birth
• Type of Document
• Document Number
• Document Issuing Country
• Country
• Street Address
• City
• Arrival Date
• Departure Date
• Phone
• Email
• Postal / ZIP Code
• Company Legal Name
• Fiscal Address
• Fiscal ZIP
• Fiscal Country
• Company Tax Number (Davčna)
• Company Registration (Matična)
• Company Email
• Company Phone

Properties in South Africa collect guest data to maintain a guest register under Section 40(1) of the Immigration Act 13 of 2002 and Regulation 36.

The following guest information may be collected:

• Date of Birth
• Type of Document
• Document Expiration Date
• Last Name
• Gender
• Nationality
• First Name
• Email
• Document Issuing Country
• Street Address
• Country
• Document Number
• Document Issue Date
• Fiscal ZIP
• Fiscal City
• Mobile
• Company Legal Name
• Company Phone
• City
• Company Email
• State/Province
• Postal / ZIP Code
• Fiscal Address
• Tax ID Number
• VAT Number
• Fiscal Country
• Phone
• Fiscal State

Once the "Spain" template is selected, the Guest Details fields in your system will automatically update to reflect the required fields for Spanish regulatory compliance. 

The following guest information is collected to meet government reporting regulations:

• First name
• Last name 1
• Last name 2
• Email address
• Phone
• Mobile
• Date of Birth
• Kinship Code
• Gender
• Guest Tax ID Number
• Nationality
• Street Address
• Apt, suite, floor etc.
• Country
• Municipality
• Postal/ZIP Code
• Type of Document
• Document Number
• Document Number 2
• Document Issue Date
• Document Issuing Country

These fields are dynamic, meaning different fields will appear or be required based on guest characteristics, such as nationality (e.g., Spanish resident vs. foreign guest).

Properties in Catalonia collect guest data for reporting to the Mossos d’Esquadra portal, which is separate from Spain’s national SES Hospedajes platform.

The following guest information may be collected:

• First name
• Last name 1
• Last name 2
• Kinship Code
• Date of Birth
• Street Address
• Country
• Document Issue Date
• Municipality
• Postal/ZIP Code
• Document Number
• Document Issuing Country
• City
• Type of Document
• Document Support Number
• Nationality
• Document Expiry Date
• Company Legal Name
• Fiscal Country
• Fiscal City
• Company Email
• Company Phone
• Fiscal State
• Fiscal Address 2
• Email address
• Gender
• Fiscal ZIP
• Phone
• Mobile
• Tax ID Number
• Guest Tax ID Number
• Apt, suite, floor etc.
• Fiscal Address

Properties in Catalonia subject to Spain’s NRUA regulation use this template. It extends the existing Catalonia guest template with a Purpose of Stay field. All other fields are identical to the existing Catalonia template.

The following guest information may be collected:

• Kinship Code
• First name
• Last name 2
• City
• Last name 1
• Date of Birth
• Street Address
• Country
• Municipality
• Postal/ZIP Code
• Document Number
• Document Issue Date
• Purpose of Stay
• Document Issuing Country
• Type of Document
• Document Support Number
• Email address
• Fiscal Address
• Company Phone
• Fiscal ZIP
• Nationality
• Mobile
• Phone
• Gender
• Guest Tax ID Number
• Apt, suite, floor etc.
• Document Expiry Date
• Company Legal Name
• Company Email
• Fiscal City
• Fiscal Address 2
• Fiscal Country
• Fiscal State
• Tax ID Number

Properties in Sweden collect guest data to maintain guest registration records. There is no traditional per-guest police reporting system; hotels maintain records that police can access on demand.

The following guest information may be collected:

• Document Issuing Country
• Arrival Date
• First Name
• Departure Date
• Last Name
• Document Number
• Nationality
• Type of Document
• Date of Birth
• Street Address
• Country
• City
• Company Legal Name
• Fiscal Address
• Organization Number
• Fiscal ZIP
• Phone
• Fiscal City
• VAT Number (Momsnummer)
• Fiscal Country
• Company Email
• Postal / ZIP Code
• Company Phone
• Email

Properties in Switzerland collect guest data for mandatory guest registration. Requirements are managed at cantonal level, and each of the 26 cantons may have different processes and systems.

The following guest information may be collected:

• Document Expiration Date
• Arrival Date
• City
• Departure Date
• Date of Birth
• Nationality
• First Name
• Gender
• Document Number
• Country of Residence
• Document Issue Date
• Last Name
• Postal Code (PLZ/NPA)
• Issuing Country
• Address
• Document Type
• Company Email
• Company Name
• Company City
• Company Postal Code
• UID (Unternehmens-Identifikationsnummer)
• Email
• Phone
• Company Address
• MWST Number
• Company Phone
• Company Country

Properties in Thailand collect guest data for mandatory reporting of foreign guests through the TM30 form. Thai nationals are exempt.

The following guest information may be collected:

• Street Address
• Departure Date
• Date of Birth
• Country
• Arrival Date
• Gender
• First Name
• Document Number
• Type of Document
• Nationality
• Last Name
• Document Issuing Country
• Fiscal ZIP
• Postal / ZIP Code
• City
• Email
• Phone
• Fiscal Address
• Company Legal Name
• Company Email
• Fiscal City
• ALV-numero (EU VAT)
• Fiscal Country
• Company Phone
• Business ID (Y-tunnus)

Properties in Turkey collect guest data for Police Reporting, Guest Invoicing, and Company Invoicing compliance. This template supports data collection only and does not submit information to Turkish government systems.

The following guest information may be collected:

• Email
• Phone
• Mobile
• Date of Birth
• First Name
• Last Name
• Gender
• Nationality
• Occupation
• Vehicle Plate No
• Guest Tax ID Number
• Tax Office
• Address Line 1 (Street Address)
• Apt, suite, floor etc.
• City
• State (Province / State)
• Country
• Postal Code (Postal / ZIP Code)
• Document Type
• Document Issue Date
• Document Issuing Country
• Document Number
• Additional Notes

These fields are dynamic and may vary depending on whether the guest is an individual or associated with a company for invoicing purposes.

Properties in the United Kingdom collect guest data for invoicing only. The UK does not require police-style hotel guest registration for most guests.

The following guest information may be collected:

• Date of Birth
• Fiscal Country
• First Name
• Last Name
• Email
• Phone
• Mobile
• Gender
• Nationality
• Country
• Street Address
• Apt, suite, floor etc.
• City
• Postcode
• Company Legal Name
• Company VAT Registration Number
• Company Email
• Company Phone
• Fiscal Address
• Fiscal Address 2
• Fiscal City