Add a checkbox to accept the privacy policy

Understanding when the consent box is mandatory

Key points • Essential if you collect personal data for registration • Consent must be freely given, explicit, and specific • The box must never be pre-checked • The text must clearly explain the purpose of the processing

In most forms on hotel websites, the question often arises: should a checkbox be added to accept the privacy policy? The answer depends on the intended use of the data, but in most cases, yes, this checkbox is necessary to comply with the GDPR and guarantee complete transparency for your visitors.

Here's how to determine if your form should include this box and how to word it correctly.

When the checkbox is mandatory

A consent box is required whenever you collect personal data for marketing or relationship purposes that are not essential to the service requested.

It is mandatory if your form concerns: • Newsletter subscription • Request for exclusive offers • Subscription to a marketing list • Collection of non-essential data

In this case, the user must explicitly consent to the use of their data. This means: • A box must be present • Not pre-checked • Clear text must explain the purpose

💡 Tip: Separate the boxes if you have multiple purposes (e.g., newsletter + promotions).

When the box is not mandatory

In the rare situations where the data collected is necessary for the execution of a requested service (e.g., booking form by an external engine), a consent box is not essential.

However, even in these cases, displaying a link to your privacy policy remains a very good practice to strengthen trust and ensure full transparency.

How to write the privacy policy

The text must be simple, legible, and immediately understandable.

Recommended example for a hotel website: "I agree that my data may be used to receive news and offers from the hotel. Learn more in our privacy policy."

Avoid vague formulations like "I accept the conditions", which are too vague for the GDPR.

💡 Tip: Place the link to the privacy policy right next to the disclaimer to make it easier to read.

Check for visual and UX compliance

To maximize clarity: • Place the checkbox just before the submit button • Use a readable text size • Ensure the error message is clearly displayed if the checkbox is required and unchecked • Test your form on mobile

A good presentation improves understanding and avoids sending errors.

Conclusion

In the vast majority of hotel registration forms, adding a checkbox to accept the privacy policy is essential for GDPR compliance. This simple step legally protects your establishment while strengthening the trust of your guests. A clear, unchecked, and easily accessible option ensures a smooth and compliant experience.