Data Protection in Hospitality: Securely Disposing of Reservations, Guest Data, and Documents

Which documents are affected?

• Reservation lists and arrival overviews
• Guest correspondence and complaints
• Invoices, payment, and contact details
• Event and conference documents
• Duty rosters, applications, and personnel files
• Supplier documents and internal evaluations
• Misprints, handwritten notes, and labels

The Secure Paper Process

Shredder or Security Containers?

For small, regularly accumulating quantities, a suitable shredder directly in the back office can be useful. For larger quantities or central disposal, locked collection containers and an appointed service provider may be more suitable. The decision should be part of the data protection and deletion concept.

More guidance can be found on the Document Shredding page.

Choosing the Right Security Level

DIN 66399 differentiates between security levels and protection classes. A blanket level for all documents is not serious: guest lists, payment information, and personnel documents can have different protection needs. Data protection officers should approve the selection.

Typical Errors

• Reservation lists end up in the normal waste bin.
• Misprints accumulate openly next to the printer.
• Old documents are kept without a documented retention period.
• The shredder is too small or constantly overloaded.
• Employees do not know the designated disposal method.

Practical Checklist

1. Record types of documents and locations.
2. Define protection needs and deadlines.
3. Clarify access authorizations.
4. Define destruction method for each type of document.
5. Place devices or collection containers appropriately.
6. Instruct employees and regularly check rules.

Frequently Asked Questions

Are guest lists allowed in the waste bin?

Documents containing personal data should not end up unprotected in general paper waste if access or reconstruction is possible.

Which security level is required?

This depends on the data's protection needs and the operational concept. Particularly sensitive documents may require a higher level of shredding.

Where should a shredder be located?

Close to where confidential documents are generated, but in such a way that usage and access can be controlled.

Must destructions be documented?

Depending on the process and responsibility, documentation may be required or useful. This should be coordinated with data protection officers.

Which legal basis is relevant?

Primarily the GDPR and supplementary national regulations. This article does not replace legal review.

Sources and Guidance

Official guidance is provided by the General Data Protection Regulation on EUR-Lex, as well as information from the Federal Commissioner for Data Protection and Freedom of Information. Operational requirements and expert advice take precedence.