How long should a hotel keep guest ID records? A practical way to decide

Hotels often keep guest ID details far longer than needed, in cupboards and spreadsheets. Keeping them forever "just in case" is a risk for the guest and for the hotel. But how long is right?

Does UIDAI set a period?

Not in the papers we have read. The UIDAI circular of 30 April 2026, its letter of 8 June 2026 and the FHRAI notice say nothing about guest registers or how long hotels must keep records. The answer therefore depends on the rules that apply to your hotel.

How to decide

1. Ask your lawyer or local authorities which record-keeping rules apply to guest registers in your state, and for how long.
2. Add any period your insurer or your own accounts require.
3. Pick one period that covers the longest of these, and no longer.
4. Write it down, and put it in the notice you show guests.

Then delete on schedule

The hard part is not choosing a period but sticking to it. A paper file or spreadsheet will not delete itself. Software can: when the period ends, the personal details are removed automatically and only a record without personal data remains.

How does CheckInKYC handle it?

• The hotel sets its own retention period, from 1 to 365 days after check-out.
• When it ends, the guest's personal data is deleted automatically.
• A log of each attempt (time, route, result) is kept without personal data.
• If a hotel leaves, its data is kept for up to 365 days in case it comes back or needs a copy, then erased.

This article explains a way to decide. It is not legal advice, so please confirm the right period for your hotel with a lawyer.

This article explains public information in plain words, as of 19 October 2026. It is not legal advice and rules can change. CheckInKYC is operated by SWASTIK ENTERPRISES, a UIDAI-registered OVSE (No. OR11274063); nothing here says UIDAI endorses or certifies any hotel or product.