Hotel GDPR compliance, documented for hotel portfolios
US and California hotels still owe GDPR records when they take EU or EEA reservations, loyalty members, or employees. HotelComply turns that into operating records: ROPA, 30-day guest request procedures, and vendor DPA status, delivered as a $2,500 per-property Compliance Package.
30-day GDPR request procedures·ROPA for hotel systems·Vendor processor records·$2,500 per property
GDPR is showing up in hotel operations even when the property is not in Europe
A California or US hotel still takes EU reservations, loyalty members, or employees, and nobody owns the GDPR file
Access and erasure requests sit in inboxes with no 30-day clock
PMS, channel, Wi-Fi, and CRM vendors process guest data with no DPA on file
The only “ROPA” is a counsel memo from two years ago that does not match the current stack
What hotel GDPR compliance documentation should contain
A hotel GDPR file is not a privacy policy rewrite. It is evidence that you know which systems process guest and employee data, which vendors act as processors, how a 30-day request gets answered, and how long records are kept. HotelComply assembles that file from the stack you already run, then leaves it with the operating team.
What the Compliance Package puts in the GDPR file
ROPA for hotel systems
Records of processing for PMS, reservations, loyalty, payments, Wi-Fi, CCTV, F&B, HR, and marketing, with purpose, lawful basis, and retention notes.
30-day guest rights procedures
Intake, identity checks, search steps, and response windows for access, erasure, rectification, and restriction requests under the GDPR 30-day clock.
Processor and DPA status
Vendor inventory with processor vs controller notes and DPA status for the hotel tech stack that actually touches EU or EEA guest data.
Retention and disposal notes
Hospitality-specific retention context for folios, CCTV, applicant files, and loyalty records, so teams are not keeping EU guest data indefinitely.
Transfer and sharing notes
Where guest data leaves the property stack (channel managers, OTAs, CRMs, cloud PMS) so counsel can review transfer and sharing questions against real systems.
Audit-ready binder
A branded package operators can retain for owner reporting, insurer diligence, counsel review, or a regulatory inquiry. Not a dashboard rollout.
Built around the systems that actually hold guest data
PMS and reservationsChannel manager and OTAsPayment systemsLoyalty and CRMGuest Wi-FiCCTVHR and applicantsMarketing and messaging
GDPR next to CCPA and CPRA, in one binder
Request window
GDPR guest rights requests run on a 30-day clock. CCPA/CPRA uses 45 days. The binder documents both so a mixed portfolio does not miss the shorter window.
What a regulator asks for first
GDPR inspections start with records of processing, processor contracts, and how you handle erasure. California work starts with notice, sale/share, and sensitive personal information. Hotels usually need both files.
Who it applies to
GDPR can apply when you offer lodging to people in the EU or EEA, even if the hotel is in California. CCPA/CPRA is California-triggered. Portfolio operators often sit in both.
California hotel portfolios often need both files because they serve California guests and international reservations from the same PMS. The package documents both clocks rather than pretending one statute covers the other. Documentation service
Who this is built for
Hotel portfolio operators
Managing multiple properties with mixed California and international guest traffic, who need one GDPR and CPRA file per asset.
Hotel management companies
Documenting 30-day request procedures and vendor DPAs across managed assets with different owners.
Asset managers with hotel exposure
Who need to show lenders, buyers, or carriers that GDPR and California records exist, not just a privacy policy.
Not designed for single-property independents, law firms, or generic GDPR software buyers.
Frequently asked questions
Put hotel GDPR records in place
$2,500 per property. Discovery confirms scope. The package is documentation for operators and complements qualified privacy counsel. It does not replace counsel.