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First of all, thanks for your reply.
I am quite familiar with the GDPR and have been involved in at least a couple of compliance implementation projects. The core of the question here is not about GDPR, I do understand how I have to handle personal data. The question is requesting such data once booking.com is handling personal data from the guest and at no point during the registration process, it is mentioned by booking that they will need to provide this information to us.
I also do not need copies of passports or anything like that. What I need is to ensure that this data is being filled out so I can send it to the foreigners department of the Portuguese government. This requirement is common in several EU countries btw.
As we run self check-in/check-out, I have no way of verifying that guests would fill out a physical form. Also, that wouldn't be practical mainly because Portugal now requires me to send the information online and no longer accepts documents over snail mail. I could send the form to the guests over the booking messaging system, but I'd still have to download the doc and transcribe the information into the government system. Thus my question if I could collect this information over an online form or if there are any booking.com rules that prevent me from doing that.
Even because being able to comply with GDPR using paper and prove destruction of data would cost more than digitally.
Here's a couple of links: