Is it safe to ask guests for a passport photo by email?
Not advisable. A passport photo sent by email sits in your and the guest's mailboxes indefinitely, and NTIS does not even require a photo, only the document details.
Under GDPR you collect only the data needed for the purpose. The purpose here is NTIS filing, which needs the issuing state, not an image of the document.
The safer route is a form where the guest types the details and the system passes them to NTIS without storing a photo.
How Ovilo handles it
Ovilo's check-in form asks only for the NTIS fields, data is stored in the European Union, and no document photo is kept.
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