Guest ID verification and the police register: what hotels and homestays track
By Captainjeet Kaur, Managing Director, BitLegacy Solutions LLP · Last updated
Why hotels and homestays check guest ID
Checking a government photo ID at check-in and keeping a guest register is common practice for Indian lodging, and several state police departments issue local orders requiring it for hotels, lodges, and guest houses. The exact form, register format, and reporting frequency differ by state and sometimes by city — treat any one state's order as an example, not a national rule, and confirm the current requirement with your local police station.
OTAs also point hosts toward local rules: Airbnb's help article for hosts in India flags local registration and reporting obligations as something hosts should check for their own property and state; see Airbnb Help: Laws and regulations for Hosts in India.
What to collect, and what not to over-collect
A government photo ID (Aadhaar, passport, driving licence, or voter ID are common examples) and a guest photo are the typical minimum. Collecting more than you need, or keeping full ID numbers and photos without any access control, creates a privacy risk you don't need to take on.
BitLegacy's guest ID capture stores only the last 4 digits of the ID number in the regular guest record, plus a masked photo. The full, unmasked photo is viewable only by the owner or manager role — front desk staff see the masked version day to day.
Retention and purge
How long to keep guest ID records is a property-level decision, often shaped by your state's police order and your own risk tolerance. BitLegacy lets each property set its own retention period, defaulting to 5 years, with a daily auto-purge job that removes records past that window — so old guest ID data doesn't sit around indefinitely by default.
Submitting a register to the police
Some states ask lodging establishments to submit guest arrival data in a specific column layout. Maharashtra's PATHIK format is one well-known example cited by hotels in that state. Whether you need to submit in that format, a different format, or at all, depends on your state and local police station — confirm directly with them rather than assuming one state's rule applies everywhere.
How BitLegacy helps
- ID capture at check-in stores the last 4 digits of the ID number plus a masked photo.
- The full, unmasked photo is viewable only by the owner or manager role.
- A per-property retention setting (default 5 years) controls how long records are kept.
- A daily auto-purge removes guest ID records once they pass the retention window.
- A daily guest register export is available in PATHIK column format.
- A police register calendar reminder sits alongside your other compliance due dates.
Confirm the exact format, frequency, and submission method your local police station currently requires — BitLegacy exports the data; your property still handles the actual submission. See also the Compliance Calendar and our privacy policy. Comparing PMS options? See our best hotel management software in India roundup.
Frequently asked questions
Do hotels and homestays have to check guest ID in India?
Yes, in practice. Properties commonly collect a government photo ID (such as Aadhaar, passport, driving licence, or voter ID) from every guest and keep a guest register. Several state police orders require this for lodging establishments — check your own state and local police station’s requirement, since it is not set by one single national law covered here.
Should I store a full copy of a guest’s Aadhaar or other ID?
Store only what you need, and protect it. BitLegacy’s approach is to keep the last 4 digits of the ID number plus a masked photo in the regular guest record, with the full photo visible only to the owner or manager role.
How long should a guest register be kept?
This varies by state police order and property policy. BitLegacy lets each property set its own retention period, defaulting to 5 years, after which records are purged automatically.
What is a police register export?
Some states ask lodging establishments to submit a guest register in a specific column format for police review — Maharashtra’s PATHIK format is one example. BitLegacy can export a daily guest register in that column format; check with your local police station which format and frequency they actually require.
BitLegacy captures a masked guest ID photo and the last 4 digits at check-in, keeps a per-property retention setting (5 years by default) with daily auto-purge, and exports a daily guest register in PATHIK column format for police submission. Start a free trial or see pricing.
Sources
Official pages were checked on 29 October 2026. Rules, fees and screens change, so confirm with the official source before you apply.