New hotel check-in regulations in Spain. Ses Hospedajes

Spanish legislation has implemented new regulations that will revolutionize the check-in process for hotels and other tourist accommodations. With the aim of improving security, facilitating traveler screening, and adapting to technological changes, the Government has established new obligations for tourist establishments regarding the registration and communication of their guests' data through the SES.Hospedajes platform. Below, we explain this regulation in detail, its impact, and how to adapt to comply with the law and optimize check-in management.

Checkin y SES Hospedajes

Index

1. Introduction to the new regulations

2. What is SES.Hospedajes?

3. Major changes to the check-in process

4. Mandatory data to be recorded

5. Procedure for registration in SES.Hospedajes

6. Obligations and responsibilities of the hotelier

7. Penalties for non-compliance

8. Benefits of the new platform for accommodations

9. How to prepare for regulatory compliance

10. Conclusion

    
    

1. Introduction to the new hotel check-in regulations. Ses Hospedajes

As of December 2, 2024, a new legal framework has been established requiring all tourist accommodations in Spain—from hotels to rural houses, hostels, and tourist apartments—to register their guests' information through a single platform managed by the Ministry of the Interior called SES.Hospedajes. This regulation responds to Royal Decree 933/2021 and seeks to centralize and digitize the document registration process, which was previously carried out through various regional platforms or manually.

This change aims to strengthen citizen security, combat organized crime, and improve the management and verification of traveler data throughout the country, except for the Basque Country and Catalonia, which maintain their own systems.

2. What is SES.Hospedajes?

SES.Hospedajes is the official digital platform created for tourist accommodation managers to complete and submit the mandatory traveler registration. It replaces older systems such as Hospederías de la Guardia Civil and WebPol. This platform unifies and simplifies data submission, facilitating its control and verification by the competent authorities.

3. Major changes to the check-in process at accommodations.

• Digitalization of the registry: Registration is no longer on paper or on multiple platforms, but on the single platform: SES.Hospedajes.

• Expanded data collection: The list of mandatory guest data has been expanded to include more detailed and accurate information.

• Obligation to send data within 24 hours: Guest data must be sent to the platform within 24 hours of booking or check-in.

• Mandatory signature: All persons over 14 years of age who use the accommodation must sign the entry form.

• Single, centralized registry: Dispersed management is eliminated, concentrating all information in a single national system.

  
  

4. Mandatory data to be recorded

Obligations include collecting and recording the following guest data (over 14 years of age):

• Full name and surname

• Sex

• Birthdate

• Nationality

• Identity document (type, number and date of issue)

• Full address (street, city, postal code)

• Phone number and email address

• Relationship between travelers (especially accompanied minors)

• Reservation ID and check-in and check-out dates

• Payment method used

This increase in data seeks to maximize security and accuracy in identifying travelers, but it also places greater responsibility on the part of accommodation providers in managing this information.

5. Procedure for registration in SES Lodgings

1. Registration on the platform: The hotel or accommodation must register and log in with a digital certificate, Cl@ve, or electronic ID.

2. Guest Registration: During check-in, collect and verify all required information.

3. Data submission: Enter and submit the data to SES.Hospedajes within a maximum of 24 hours.

4. Data retention: Keep digital records for a minimum of 3 years for possible inspections.

   
   

6. Obligations and responsibilities of the hotelier in relation to the new hotel check-in regulations

• Verify the authenticity and veracity of the data provided by guests.

• Facilitate the information collection process to avoid delays at check-in.

• Comply with data protection regulations in accordance with the Spanish Data Protection Agency.

• Deny access to guests who refuse to provide the requested information.

• Send data within the established legal deadline (24 hours).

  
  

7. Penalties for non-compliance

Penalties for violating this regulation can range from minor fines of €100 to €600, to serious penalties of up to €30,000, depending on the severity and frequency of the violation. It is essential for establishments to strictly comply to avoid financial and legal consequences.

8. Benefits of the new platform for accommodations

• Simplification of document management and data processing.

• Reduction in the time to communicate information to management.

• Access to a unified and updated system for the entire national territory.

• Greater security and legality in the handling of guest information.

• Avoid fines and penalties through regulatory compliance.

  
  

9. How to prepare to comply with regulations

• Train your staff on how to use SES.Hospedajes and the new check-in process.

• Update software and management systems to integrate mandatory digital submission.

• Ensures that all responsible parties have access to and knowledge of Royal Decree 933/2021.

• Inform guests in advance of the need to provide complete information and sign the entry form.

• Implement protocols to verify the identity and relationship data of minors.

  
  

10. Conclusion

The new regulations for hotel check-in and registration through SES.Hospedajes represent a profound change in the Spanish tourism sector. While it requires greater administrative effort, it also offers an opportunity to modernize and professionalize accommodation management, aligning it with contemporary safety and legal standards.

Preparing in a timely manner and rigorously complying with these obligations will not only avoid sanctions, but will also improve customer experience and confidence, strengthening the reputation and competitiveness of tourism establishments.

With this guide, you'll have all the key information you need to adapt to the new hotel check-in regulations and ensure your hotel complies with the latest government legal requirements for guest registration and the check-in process.

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