Looking for references or citations regarding legal requirements (or due diligence) for lodging facilities, hotels, or guest houses to obtain the contact information of their guests.
I work at a university lab which has a guest house affiliated with it. The guest house is a minor feature of the infrastructure, donated many years ago by a private citizen and there isn't really a formal process in place for managing reservations. Guests are charged per night for their stay. The current office person who takes the reservations typically does so based on a quick phone call or email from the guest, just recording their name and dates of their stay on a grid in Excel. This creates problems, as you can imagine: We often need to know where these guests are from or need to contact them before their stay to discuss room changes or what-have-you, but we do not have their contact info. Our dept. just had a meeting to improve this process, including a new mock-up of a simple database we could start using to collect guests' data (full name, phone, email, address, who they work for) at the time the guest calls us. Long story short... office person blew a gasket and basically refused to change the process, saying this would add too much extra work and "what would we need that info for anyway?". Office person was yelling, so supervisor backed down to keep the peace. So the reservation process will basically be left the same.
I think this is incredibly irresponsible and must surely put us at a liability risk. Hotels take guest contact info -- they need all that data for each person responsible for a room. So I'm wondering if we can convince the office person from a liability standpoint (or at least provide incentive for management to be more firm about this). YANML, YANAL, yadda yadda, but what resources are available that would spell this out? Any simple guides or legal data points we can refer to online? I've tried looking around in here
but couldn't find anything specific.
Note: I am not looking for comments along the lines of "well, office person will just need to suck it up & do it anyway." That's not very helpful -- We know they need to "move with the cheese." I'm looking for specific legal or business reasons to take guest contact information. This is in Wisconsin. Thanks so much for any suggestions.