Sign Consent Forms Digitally
Digital Privacy & Consent Management
A modern, paperless and fully compliant way to collect all mandatory guest consents during check-in. PassportScan Cloud ensures every step aligns with GDPR &/or local regulations, storing data securely and protecting both your hotel and your guests.
What is Digital Consent Management?
A fast, paperless and fully traceable way to meet your legal obligations.
When guests check-in, your hotel must inform them about:
- how their personal data will be used
- who will have access to it
- how long it will be stored
- their rights under GDPR for European hotels
- the option to provide (or decline) marketing communication consent
PassportScan Cloud collects all of these consents digitally, instantly and with a full audit trail, eliminating paper forms and reducing administrative time.
Why Digital Compliance Collection Matters
Saves Time at Reception
Our fully digital workflow makes consent collection effortless:
- No printing
- No manual signing
- No scanning
- No typing data into the PMS
Receptionists gain precious time to focus on guest service, not paperwork.
Boost Accuracy & Reduce Human Error
All personal data and answers are captured automatically. No misreading of handwriting and no missing signatures. Every guest follows the same standardised and compliant flow.
A 100% Paperless Solution
By replacing printed forms with digital signatures and consent blocks, hotels save money and reduce environmental impact while improving operational efficiency.
Secure Storage & Encrypted Data
Encrypted and Stored Safely in the Cloud
All collected information signatures, consent selections, timestamps and personal information is stored securely and encrypted within the PassportScan Cloud environment.
This ensures:
- GDPR-compliant storage
- Easy retrieval for audits
- Full protection against unauthorised access
- A secure record for legal verification
Customisable Data Retention Rules
Hotels can define their own automatic deletion policies. PassportScan Cloud does the rest, ensuring you are always compliant with national and international regulations.
Clear Consent for Marketing Communications
Hotels must ask guests if they agree to receive marketing emails or communications. PassportScan handles this in a transparent and compliant way:
- Guests can opt-in or opt-out
- Choices are recorded automatically
- Data is stored securely
- Consent logs can be exported for audits or CRM updates
No room for mistakes, no manual tracking of who said “yes” or “no.
How does Digital Consent Collection work?
During check-in:
- Scan their passport or ID
- Fill in any additional information (if needed)
- The guest reads and accepts the privacy notice
- Provides consent (or not) for marketing communications
- The guest signs digitally on the hotel tablet/mobile/kiosk or their phone if it is a self check-in online.
- Everything is stored automatically, with no manual steps required by staff.
Works on tablets, mobiles & kiosk stations.
Forms can be customized with your hotel branding.
Forms can be built in 120 languages, to ensure your guests are able to understand the information correctly.
Your Reception, Faster and Fully Compliant
PassportScan Cloud makes legal compliance an invisible part of check-in: smooth for guests, simple for your staff, and fully aligned with EU data protection requirements.
