Customer data register

According to the Finnish Accommodation and Food Service Act, accommodation businesses are legally required to collect guest information. The business acts as the data controller for this information and processes it in compliance with legal obligations.

Passenger Card, Accommodation and Food Service Act

Based on the Finnish law “Accommodation and Food Service Act” (28.4.2006/308).

Passenger information is processed to maintain public order and safety, prevent and investigate crimes, and compile statistics. According to the Finnish Accommodation and Food Service Act, accommodation businesses may also use passenger information and registers for customer service and direct marketing, unless the customer has opted out of such use.

Section 6: Passenger Notification and Passenger Data

The accommodation provider is responsible for ensuring a notification (passenger notification) is made for each passenger. A joint notification can be made for group travelers. The notification must include the provider’s trade name, business ID, and the accommodation’s address. The passenger notification must specify the following details (passenger data):

1) The passenger’s full name and Finnish personal identity number or, if missing, date of birth and nationality;
2) Full names and Finnish personal identity numbers (or dates of birth) of the passenger’s spouse and underage children;
3)The passenger’s address;
4)The country from which the passenger is arriving in Finland;
5)The passenger’s travel document number; and
6)The passenger’s check-in and check-out dates, if known.

Additionally, the passenger can specify on the passenger card whether the stay is for leisure, work, a meeting, or another reason.

What is stated in sections 1 and 3 of subsection 1 also applies to the leader of a group trip referred to in section 1, subsection 2, paragraph 10, who acts as the representative of the tour operator.

What is stated in section 4 of subsection 1 does not apply to a traveler whose place of residence is Finland. What is stated in section 5 of subsection 1 does not apply to a citizen of a Nordic country or a traveler whose place of residence is Finland.

The traveler must confirm the passenger card information with their signature. However, the group leader can sign the group passenger card on behalf of the participants. A person referred to in section 1, subsection 2 is not required to sign the passenger card.

The accommodation provider or the staff must verify the traveler’s identity using a travel document or another reliable method during check-in. If a group passenger card, as referred to in subsection 1, is prepared, only the group leader’s identity needs to be verified. This provision does not apply to a traveler whose residence is in Finland, nor to individuals mentioned in subsection 1, paragraph 2.

The information on the passenger card is stored for one year as required by law, after which it is destroyed.