PCI compliance: Keep your guest data safe.

PCI compliance does more than tick a box. It defends your guests’ card details and ensures your business handles payment data responsibly.

The Payment Card Industry Data Security Standard (PCI DSS) provides the framework for staying secure. The name is a bit of a mouthful, but the basics protect your reputation. We help accommodation owners handle sensitive info so you don’t have to stress about data breaches.

For the bigger picture of deposits, balances, and refunds, start with our guide to the basics of guest payments.

What is PCI DSS Compliance?

Think of PCI DSS as a global set of best practices for handling credit and debit card information. Major card brands like Visa and Mastercard created this standard to ensure any business processing card data does so securely.

How this applies to your property:

For your business, PCI compliance means you don’t store card details. You process payments only through secure methods — like card machines or secure payment links — and never copy, write down, or keep card numbers.

In practice:

• Use a card machine for physical cards.
• Send guests a secure payment link instead of asking for their details.
• Stop taking card details over email, WhatsApp, or the phone. These channels aren’t secure and put data at risk.

Read more: A good payment policy for accommodation owners reduces the temptation to handle card details manually.

Why PCI DSS matters.

• Protect guest trust. In hospitality, trust is everything. Guests must feel confident that their payment details stay safe with you. Poor habits at the guesthouse level damage that confidence and your reputation.
• Avoid disruption. If a bank identifies insecure card-handling, they might restrict your payment methods. Using secure links ensures your guesthouse continues accepting payments without a hitch.
• Reduce data exposure. While a booking system handles processing for you, card details stay at risk before they reach a provider’s secure systems. This happens if you write them down or share them on WhatsApp. The safest approach is simple: don’t store or share card details.
• Play your part. Security is a shared responsibility. Technology providers like NightsBridge secure the systems, while you handle card details safely when chatting with guests. Together, we keep the environment secure for everyone.

Four easy ways to stay secure.

PCI compliance often sounds like technical jargon, but it really comes down to using secure methods and handling info carefully. You don’t need to be a security expert. Follow this checklist to build safe habits.

1. Choose secure, up-to-date software.

Reputable, modern software handles the technical side like encryption for you. A trusted booking system like NightsBridge processes card payments securely to reduce risk. Your main job is to say “Yes” when your computer or booking app asks to update. These updates keep your info safe from threats.

2. Protect your digital and physical space.

Just as you wouldn’t leave your front desk unattended with the cash drawer open, you must protect your digital space. Use a strong passphrase — a short sentence or a few words mixed with numbers or symbols like NoCardDetailsOnWhatsApp! — and don’t share logins. Give each staff member a unique login so you can see who accessed what.

Card details are like hot coals — you don’t want to hold onto them at all. Avoid keeping card numbers in a diary or on a notepad at reception. Never ask a guest to send a photo of their card. Instead, using card payment links for guesthouses is a much safer alternative.

3. Work with your security partners.

You aren’t in this alone. Your bank, card machine provider, and booking system make up your security team. Ask any provider: “Is your system PCI compliant?” They should say “Yes” and explain how they protect your data.

Ensure your physical card machine comes from a reputable bank and keep it in a safe place. Regularly check your payment reports to make sure everything matches your bookings. Ensure anyone helping with check-ins knows the “no card details on WhatsApp, email, or paper” rule.

If a guest’s payment fails, the bank might wait for an extra approval step. You can help them through it with our guide to 3D Secure for guest payments.

Your next steps:

• Identify the risk. Look around your office. Shred any card numbers written on paper.
• Update your apps. Check if your booking system, computer, or phone has any pending updates.
• Switch to links. Start using secure payment links for deposits instead of taking card numbers over the phone.
• Ask for help. If you’re unsure about a payment or a security prompt, reach out to your software support team (or NightsBridge if you are a client).

By taking PCI DSS seriously, you safeguard your guests, your reputation, and the future of your guesthouse.