The Top 10 PCI Compliance Controls for Hotels

Let’s talk PCI compliance. Yeah, I know—just saying it makes some people yawn. But here’s the truth: in the hotel biz, PCI compliance isn’t just an IT thing. It’s a guest integrity thing. It’s an asset protection thing. And it’s a must-have if you want to avoid fines, fraud, and a PR nightmare.

When a guest stays with us, they’re trusting us with their financial security. Not just their sleep quality or the thread count on the sheets, but their private, sensitive information. And that’s a responsibility we can't afford to drop.

So here are the Top 10 PCI Controls every hotel must lock down. These are pulled straight from the trenches, and trust me, they matter.

1. Limit access to PCI systems to only those who need it.

Example: Your Night Auditor needs access to the payment system. Your concierge? Not so much. Make sure to keep access clean and tight.

2. Maintain a monthly-updated access list.

Example: Every month, your systems admin should review who has access to what. Someone left the company or changed departments? Off the list. Immediately.

3. Lock up all physical documents related to PCI.

Example: The sales team stores group contracts that include payment authorization? Those files are stored in a locked cabinet, not left out on a desk.

4. Never use email to share sensitive payment-related information.

Example: If a guest or team member suggests emailing payment details, the response should always be: "For security reasons, we can't process that over email." Get an up to date credit card acceptance app that is designed explicitly for PCI compliance.

5. PMS and POS reports must never include sensitive payment data.

Example: Configure all reports so they’re scrubbed of any protected information. Train your team to identify and reject any reports that slip through.

6. Ensure receipts from POS terminals are sanitized.

Example: Review your POS setup. Guest receipts should never include anything beyond what's permitted—usually just the last four digits of a card, if anything at all.

7. Shred all sensitive paper documents after 90 days.

Example: Set a monthly calendar reminder to destroy old paper files securely. Don't just toss them—get them shredded in a designated, secure area.

8. Maintain strong firewalls on all systems.

Example: Your IT team should regularly check that firewalls are up, current, and at max security levels. Don’t assume—they should prove it with documentation.

9. Change all vendor-supplied default passwords—immediately.

Example: When new software or hardware is installed, those “admin” defaults get replaced before the system goes live. No exceptions.

10. Properly wipe all retired hardware before disposal.

Example: That old accounting desktop you’re recycling? Make sure it’s fully wiped by IT and certified clean—before it ever leaves the building.

So why does this matter?

Because PCI compliance is how we honor our guests’ trust. It’s how we protect our brand, our team, and our financial future. It’s not about paranoia—it’s about leadership.

You don’t need to be a tech guru to lead this charge. You just need to ask the right questions, enforce the right standards, and build a culture where security is a non-negotiable.

Want to make it even easier? Share this list with your team and ask: “Are we 10-for-10 on this?”

If not, now’s the time to fix it.

David Lund – The Hotel financial Coach

Contact David at (415) 696-9593
Email: david@hotelfinancialcoach.com

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