Passport images are encrypted on guests' smartphones. We have unveiled the "Private Check-in" concept and are seeking hotels to participate in the pilot program.

UPBOND Co., Ltd. has unveiled the “Private Check-in” concept, a check-in process that encrypts images of foreign guests’ passports on the guests’ own smartphones and transmits only the information and verification results necessary for the hotel’s regular operations. The company is also beginning to recruit hotels and hotel chains to participate in a pilot program.

The concept is “Don’t keep it—to protect it.” Rather than displaying readable passport images on screens used for daily operations, the system separates the storage location for encrypted data from the permissions required to access it. The design not only prevents attacks but also takes into account what information could be accessed in the event that a breach occurs.

For more details, please visit the Private Check-in page.

Introductory Video (1 minute 37 seconds)

* The screenshots are for illustrative purposes only. Actual screens and procedures will be determined based on each facility’s operations and after consultation with the relevant public health center or other authorities.

Background: Amid a series of attacks targeting reservation information,

In 2026, a series of incidents involving unauthorized access to accommodation reservation systems and OTA management accounts were reported in Japan. There have also been reports of guests receiving messages from individuals who appear to know the details of their reservations, asking them to re-enter their credit card information or make a payment.

Copies of foreign guests’ passports are important records that hotels are required by law to retain. However, in practice, many employees and contractors have access to these passport images, making it time-consuming to conduct a thorough review of access permissions. In the event of a leak of these passport images, the resulting need for explanations, compensation, and damage to the hotel’s reputation would be significant.

Three Designs for Private Check-in

Design	Contents
Encrypt it on your smartphone before sending it	Guests can begin the check-in process using the browser on their smartphone via the link in the reservation confirmation. No app is required. Passport images are encrypted on the device for each record before being sent.
For day-to-day operations, only the necessary information and verification results	The front-end screen displays the reservation, required information, and the results of identity verification. Passport images are not displayed on the regular operations screen.
Separate the storage location from the permissions to open the file	We manage the storage location for encrypted data and the permissions required for decryption separately. Even if encrypted data is removed from its storage location, it cannot be opened as a passport image without the necessary decryption permissions.

Disclosure when necessary requires approval from both parties.

When a request is received from the police or other authorities in accordance with applicable laws and regulations, both the hotel’s authorized representative and an administrator independent of the hotel will verify the subject matter, purpose, recipient, and deadline before granting approval. Only the specified records will be disclosed, and all approvals, viewings, and printouts will be logged. This system applies UPBOND’s patented key recovery technology (an approach in which ciphertext and decryption keys are managed by separate entities).

Relationship to Laws and Regulations

The Enforcement Regulations of the Hotel Business Act stipulate that guest registers must be retained for three years from the date of creation. Private Check-in manages guest registers, copies of applicable passports, and optional copies for the guests themselves separately. Even if the copies intended for the guests are deleted, the retention required by law is handled separately.

* A copy of a passport is required only for foreign guests who do not have a residential address in Japan.

* This design is intended to comply with the Hotel Business Act. Specific procedures for storing encrypted copies and verifying identities on-site will be confirmed with the relevant public health center or other authorities prior to the pilot program.

* Please note that this service does not eliminate the risk of data leaks. It is designed to minimize the risk that encrypted data could be read as a passport image if it is removed from its storage location.

Call for Pilot Partners

Private Check-in is currently in the preparatory phase for a pilot program. We are seeking hotels and hotel chains—starting with one property—that are willing to work with us to verify metrics such as guest registration completion rates, check-in time, and records of disclosure procedures.

Stages	Contents
Consultation	We would like to inquire about the current check-in procedures and the actual practices regarding the storage and viewing of passport copies.
Confirmation	We will proceed with both confirming details with the public health center or other relevant agency responsible for the facility in question and designing the on-site operations.
Demonstration	We will have actual guests use the service at one facility, and you will make a decision on full implementation based on the results.

* We will discuss the timing and conditions of the pilot program on a case-by-case basis, based on the results of our review.

Please submit your inquiries via the Private Check-in page or the Contact Us page.