Set Up Privacy Policy Acceptance

Quick Setup

Leave this off unless guests must accept a privacy policy during check-in. If you turn it on, choose a policy source and review the guest-facing text before saving.

This guide helps you show a privacy policy during the signature step and require guests to accept it before they sign.

Legal review

AVA can help you prepare and display privacy policy text, but this is not legal advice. Your hotel is responsible for checking that the policy matches your operations and legal obligations.

Where to Find It

Settings → Check-In → Registration Card Disclaimer

Quick Reference

Setting	What It Controls	Guest Impact
Require Privacy Policy acceptance	Turns the privacy policy step on or off	Guests must accept the policy before signing
Use Vouch privacy policy template	Generates policy text from hotel details	Guests see a completed template in enabled languages
Use the hotel's own privacy policy	Lets you paste your full policy text	Guests see the policy text you provide
Notice for use	Staff-only guidance before using a policy option	Guests do not see this notice
Template fields	Hotel name, policy date, providers, and privacy email	Filled into the guest-facing template
Language tabs	Policy content per supported language	Guests see their selected language when available

What Guests See

When privacy policy acceptance is on:

1. Guests open the Signature step.
2. They see Terms & Conditions and Privacy Policy tabs.
3. They must tick I have read and accept the Privacy Policy.
4. The signature box appears only after required consent boxes are checked.
5. AVA saves the acceptance with the signature record.

When privacy policy acceptance is off, guests see the normal signature flow without the privacy policy tab or checkbox.

Choose the Right Policy Option

Choose This	When to Use It	What You Need
Vouch privacy policy template	You do not already have a policy that covers digital check-in and guest requests	Hotel details, provider details, and privacy contact email
Hotel's own privacy policy	You already have a complete privacy policy	Your full policy text, including the Vouch digital check-in wording

Default behavior

Privacy policy acceptance is off by default. Existing properties are not affected unless someone turns it on and saves.

Use the Vouch Privacy Policy Template

Use this when you want AVA to generate a starting policy for the digital check-in and guest request service.

1. Go to Settings → Check-In → Registration Card Disclaimer
2. Turn on Require Privacy Policy acceptance
3. Select Use Vouch privacy policy template
4. Read the Notice for use
5. Fill in any missing template fields
6. Review the generated policy preview
7. Click Save

✓ Guests must accept the generated privacy policy during check-in.

Template fields

Field	How AVA Uses It	Notes
Last updated date	Shows the policy date	Use the date your hotel approves the policy
Hotel name	Names your hotel as the policy owner	Usually comes from hotel settings
Payment provider	Names the payment processor	Read-only when AVA can detect it
PMS provider	Names the reservation or PMS system	Read-only when AVA can detect it
Hotel privacy email	Gives guests a contact point	Use an inbox that staff monitor

Payment provider

If payment collection is not enabled, AVA removes payment processor wording from the generated template.

PMS and payment names

AVA formats common provider names automatically, such as AVA, Opera, Cloudbeds, Ezee, Mews, Stripe, and Red Dot.

Use Your Hotel's Own Privacy Policy

Use this when your hotel already has an approved privacy policy.

1. Go to Settings → Check-In → Registration Card Disclaimer
2. Turn on Require Privacy Policy acceptance
3. Select Use the hotel's own privacy policy
4. Read the Notice for use
5. Copy the required Vouch digital check-in wording into your own policy
6. Paste the complete guest-facing policy into the editor
7. Add translations for each supported language you offer
8. Click Save

✓ Guests must accept your pasted policy during check-in.

Complete policy required

Do not paste only the Vouch addendum. Guests should see the full privacy policy you want them to accept.

Add Translations

Policy text follows your enabled guest languages.

1. Open each language tab in the policy editor
2. Review or enter the policy text for that language
3. Keep the meaning consistent across languages
4. Click Save

If a language is blank, AVA falls back to English when available.

Translation review

Ask a qualified reviewer to check privacy policy translations. Legal phrases can lose meaning if they are translated too casually.

Turn Privacy Policy Acceptance Off

Use this when you no longer want guests to accept a privacy policy during check-in.

1. Go to Settings → Check-In → Registration Card Disclaimer
2. Turn off Require Privacy Policy acceptance
3. Click Save

✓ Guests return to the normal signature flow.

Previously accepted check-in records keep their saved acceptance details.

What to Check Before Going Live

• The toggle is on only for properties that need it
• The policy text names the correct hotel
• The privacy contact email is monitored
• Payment wording matches your payment setup
• PMS wording matches your connected PMS
• Each enabled language has reviewed policy text
• Staff understand that Notice for use is internal guidance only

Troubleshooting

Privacy policy checkbox does not appear

What you see: Guests see Terms & Conditions but no privacy policy checkbox.

Fix:

1. Confirm Require Privacy Policy acceptance is on
2. Confirm policy content is not blank
3. Click Save
4. Reload the guest check-in page and test again

Save is blocked in template mode

What you see: Save fails after selecting Use Vouch privacy policy template.

Fix:

1. Check that all template fields are filled
2. Confirm the generated policy preview is not blank
3. Add a monitored Hotel privacy email
4. Click Save again

Save is blocked in hotel-owned mode

What you see: Save fails after selecting Use the hotel's own privacy policy.

Fix:

1. Paste the complete guest-facing policy
2. Include the Vouch digital check-in wording if it applies
3. Check that the English tab is not blank
4. Click Save again

Guests see the wrong provider name

What you see: The policy mentions the wrong payment or PMS provider.

Fix:

1. Check your payment setup in Payment Gateway
2. Check your PMS setup in Settings → Essentials → PMS Integration
3. Return to Registration Card Disclaimer
4. Review the generated policy again
5. Click Save

Translated policy looks incomplete

What you see: A language tab is blank or missing important wording.

Fix:

1. Open Settings → Essentials → Supported Languages
2. Confirm which languages guests can choose
3. Return to Registration Card Disclaimer
4. Add or review policy text for each enabled language
5. Click Save

Still Stuck?

Contact success@vouch-technologies.com if:

• ❌ Guests cannot continue after accepting the policy
• ❌ The generated template names the wrong provider after saving
• ❌ You need help finding where the policy appears during check-in

Helpful to include:

• Screenshot of the privacy policy settings
• The policy option you selected
• The guest language used during testing

Related Guides

• Registration Card Disclaimer - Terms, signatures, and consent settings
• Payment Gateway - Payment processor setup
• Enable Guest Languages - Languages guests can choose