Official Compliance Document

Hotel Operational
Guidelines & Protocols

To ensure public safety and national security, all partner hotels must strictly adhere to the following operational standards. SurakshaStay assists your property in maintaining 100% compliance with local and central laws.

Statutory Compliance
Guest Safety
Data Privacy

Mandatory Requirements

Prerequisites for operating on the SurakshaStay network.

Property Registration

Hotels must provide accurate property details, ownership documents, and valid trade licenses during onboarding. Any changes must be updated immediately.

Valid Licensing

Possession of a valid Fire Safety Certificate, FSSAI (if dining), and Local Municipality Trade License is mandatory for operation.

Staff Verification

All hotel staff (permanent and temporary) must undergo police verification. SurakshaStay facilitates this digital background check.

Surveillance (CCTV)

Functional CCTV cameras must cover all entry/exit points, reception, and corridors. Recordings must be retained for a minimum of 30 days.

Guest Verification & Data Reporting

The core of public safety lies in accurate identification. Hotels are the first line of defense against identity fraud.

Identity Verification (KYC)

  • Original Government ID (Aadhaar, Passport, Voter ID) must be physically verified.
  • No soft copies or digital photos accepted without digital verification via SurakshaStay.
  • Minors must be accompanied by a guardian with valid ID proof.
  • Live photo capture at reception is mandatory to match against the ID photo.

Automated Reporting

  • C-Form Submission: Mandatory within 24 hours for all foreign guests.
  • Daily Visitor Logs: Automatic generation and submission to the local police station server.
  • Suspicious Activity: Immediate flagging of guests refusing ID or behaving suspiciously.
  • Audit Trails: Maintain digital records for 1 year minimum for statutory audits.

Operational Workflow

1

Onboarding

Register Hotel & Verify Staff

2

Daily Ops

Guest Check-in & KYC

3

Syncing

Real-time Database Match

4

Compliance

Auto-Report to Police

Operational Protocols

Accepted Practices

  • Scan IDs of ALL guests, not just the primary booker.
  • Verify phone numbers via OTP during check-in.
  • Report foreign nationals within 24 hours (Form C).
  • Keep fire exits clear and accessible at all times.

Prohibited Actions

  • Do not accept digital ID copies (photos) sent via WhatsApp.
  • Do not allow entry to minors without a guardian.
  • Do not manually override the system if an ID is flagged.
  • Do not share guest data with unauthorized third parties.

Monthly Compliance Checklist

Ensure your property is audit-ready.

Hotel Registration Certificate uploaded.
Staff Police Verification completed.
CCTV Audit completed for current month.
Daily Visitor Register synced (Last 24hrs).
Fire Safety Equipment inspection valid.

Legal Responsibilities & Penalties

Non-compliance with The Foreigners Act, 1946 and local police regulations can lead to severe consequences.

Failure to report a foreign guest within 24 hours or maintaining false records is a criminal offense. Hotels found guilty of negligence in guest verification may face:

  • Suspension or cancellation of Trade License.
  • Heavy monetary penalties.
  • Legal action under relevant sections of the IPC.
  • Blacklisting from the SurakshaStay network.

Frequently Asked Questions

You must deny check-in immediately. It is illegal to accommodate a guest without valid government identification. Report the incident via the SurakshaStay 'Suspicious Activity' button.