Guest records: the Immigration (Hotel Records) Order 1972 and your holiday let

You are the keeper, even if you never meet anyone

Article 2(1) defines a keeper generously. It includes any person who for reward receives any other person to stay in the premises, whether on their own behalf or as manager or otherwise on behalf of someone else. An owner who lets directly is a keeper. A manager who lets on an owner's behalf is also a keeper. Self check-in changes nothing: the definition turns on receiving people for reward, not on handing over a key in person.

How we run it in practice

• One arrival record per stay, listing every guest of 16 or over by full name and nationality, with the date of arrival against each. Under-16s are outside the duty and we leave them out rather than collect more than the Order asks for.
• Collection at or before arrival, in the same form that already carries the check-in instructions, so the lead guest can answer for the party as article 2(3) allows.
• For guests who fall within the alien limb, the identity document number and its place of issue, and a departure question for the next destination and address. We ask for the number, not for a copy of the photo page.
• Retention for at least twelve months, in a form you can produce on the spot rather than reconstruct from an inbox.