Guest registration in Spain is a mandatory requirement for all lodging establishments. But why is it important to comply with these regulations? In short, it is essential to ensure public safety, and, on the other hand, to avoid penalties.
However, it is not always easy to implement the processes and tools necessary to comply with the current regulations, In this case, the Guest Registration Law implies that owners and managers of tourist accommodations must register their guests and send the information to the competent authorities within 24 hours. We well to you everything you need to know about this issue to operate within the law.
Guest registration regulations in Spain
Legal requirements for guest registration
Under current legislation in Spain, all lodging establishments, including vacation rentals, hotels, hostels, rural houses and campgrounds, are required to keep a guest registry. This is part of the measures to ensure public safety and avoid possible sanctions.
Guest registration requirements
To comply with the regulations, all owners and managers of tourist accommodations must register their guests and send the corresponding information to the competent authorities. Check-in must be completed within 24 hours of the guest’s arrival and must include the necessary identification data.
Guest check-in process
Guest check-in is carried out through a form called Entry Form. This form must be completed with all the guest’s identification data and sent to the competent authorities within the established deadline. There are platforms such as SES.HOSPEDAJES that facilitate this registration process electronically.
Guest register book: Aspects to be taken into account
Laws and regulations related to the register book
The guest registry book is a fundamental tool to comply with the legal obligations in Spain regarding lodging. It is regulated by various laws and regulations, such as the Guest Registration Law for hosts in Spain. These regulations establish the obligation to keep a complete and updated registry of all guests staying at the establishment. This ensures the traceability of guests and facilitates collaboration with the competent authorities if necessary.
Compliance with the Royal Decree on the guest register book
Real Decreto 933/21 establishes the specific measures to be followed by lodging establishments regarding the registration of guests. Among these measures is the need to collect and store guests’ identification information, such as names, surnames, nationality and ID card number. It also specifies the obligation to record the date of arrival and departure of each guest, as well as other relevant data for compliance with the regulations.
Maintenance of the guest book
The guest record book must be properly maintained and accessible for at least 3 years, as required by current regulations. It is important that it is properly organized and can be consulted and presented at any time by the competent authorities if required. In addition, the logbook can be kept in both physical and digital format, provided that data integrity, confidentiality and security requirements are met.
- Collect and store guest identification data.
- Record the date of arrival and departure of each guest.
- Maintain the log book for at least 3 years.
- Organize and keep the log book accessible.
Proper compliance with the laws and regulations related to the guest registry book is essential to ensure public safety and avoid penalties. Periodically review your logbook, making sure that it complies with the established requirements and that all information is correctly recorded and updated.
Guest registration on platforms such as Airbnb
All types of accommodations are subject to these regulations, including platforms such as Airbnb, where hosts also have certain specific obligations for guest check in. These include:
- Register all guests staying at the property through the Airbnb platform.
- Provide detailed information about guests, such as full names, arrival and departure dates, and identification document number.
- Update registration information in case of changes or modifications during the guests’ stay.
Management of personal data in guest registration
Compliance with data protection regulations
Guest registration involves the collection of personal data, so it is essential to comply with the data protection regulations in force in Spain. This includes the General Data Protection Regulation (GDPR) and the Organic Law on Personal Data Protection and Guarantee of Digital Rights (LOPDGDD). It is necessary to inform guests about what data is collected, for what purpose it is used and how it is protected. In addition, express consent must be obtained from guests for the processing of their data.
Security and confidentiality of registry information
It is vital to ensure the security and confidentiality of guest registration information. To this end, appropriate security measures must be implemented, such as data encryption, access restricted to authorized personnel only, and protection against possible security breaches. In addition, a security incident management protocol must be established to act quickly and efficiently in the event of any breach of personal data.
Use and storage of guest data
The data collected in the guest registration must be used only for the specified purposes and may not be shared with third parties without express consent. It is also important to establish a retention period for the data, respecting the principle of retention limitation.
Data storage can be in digital or physical format, always guaranteeing its integrity and confidentiality. It is advisable to implement adequate security measures to protect the stored data, such as the use of backup systems and backup copies. In addition, clear policies should be established regarding the deletion of data after the retention period established by the corresponding regulations has elapsed.
Compliance with current regulations for the registration of guests
Penalties for non-compliance with guest registration
Failure to comply with the guest registration requirement may result in penalties and fines for hosts and owners of tourist accommodations. These penalties vary depending on the seriousness of the violation and can be quite high.
It is important to note that the competent authorities carry out periodic inspections to verify compliance with registration regulations. If non-compliance is detected, the corresponding sanctions may be applied, which may range from economic fines to the temporary or definitive suspension of the establishment’s activity.
