Traveler registration: Complete guide to accommodation in Spain
Patrick Gordinne Perez2024-12-01T09:05:07+00:00The registration of travellers in Spain has been implemented to improve security in the tourism sector. From 2 December 2024 it will be mandatory to register all tourists.
According to the Ministry of the Interior, this regulation aims to create a safer environment for both tourists and the local population.
In this article we are not going to go into whether this is viable for everyone, we are going to leave the polemics aside and get to the point.
Who is obliged to complete the new traveller registration 2024?
Yes, tourist apartments also have to fill out the traveler registration
Establishments offering accommodation in Spain have clear responsibilities within the framework of the regulations on the registration of travellers. The obligations that these establishments must fulfil are discussed below.
Types of Accommodation forced to fill the traveler registration
The regulation establishes that various types of accommodation must register their guests, thus ensuring the necessary security and control in the tourism sector.
Travel agencies, tour operators
Hotels, hostels, guest houses, guest houses and rural tourism accommodation
Campsites and areas for establishing motorhomes
Tourist apartments or other similar tourist accommodation
Car rental companies without driver
Digital platforms that provide tourist intermediation services in Spain
These establishments must have adequate systems to ensure accurate collection of their clients’ information.
They must also be prepared to verify the identity of guests.
Landlords must ensure that tenants’ information is recorded correctly, maintaining control that facilitates monitoring by the competent authorities.
Exceptions to the registration of travelers
There are certain exceptions where the same obligations do not apply:
Occasional landlords of apartments (non-tourist), who operate in a non-professional manner, are exempt from some documentary requirements.
However, they must continue to communicate basic information to the Civil Guard about their guests.
Communication with the Authorities
Establishments that have the obligation to communicate the information in the travelers’ registry will no longer be obliged to inform the Civil Guard.
What information do I have to report about the guest in the guest registration?
The registration of guest information in tourist accommodation is essential to ensure security.
This section details the essential data that must be provided during the registration process.
Basic Information
In order to carry out the registration of a guest, establishments are required to collect basic information on each person staying at their premises.
This data is essential not only to comply with regulations, but also to ensure the safety of all travellers.
Name and Surname
It is essential that the guest provides their full name, which includes both first and last names.
This allows for clear and accurate identification of the traveller in the establishment’s records. For example:
- First name: Lionel Andrés
- Surname 1: Messi
- Surname 2: Cuccittini
- Gender
- ID card or passport
- Nationality
- Date of birth
Establishments must ensure that this information is verified with a valid identity document or passport proving the identity of the traveller, thus ensuring the veracity of the information provided.
Residence Address
Another essential piece of information is the address of the guest’s usual residence.
This should include:
- Street and house number
- Town
- Zip/Postal Code
- Country of residence
Contact details
- Phone
Number of passengers
The collection of this information helps to establish a complete record of the traveller and, if necessary, facilitates their postal tracing.
Accuracy of this information is key to compliance with legal requirements.
Relationship
In case any of the travellers is a minor or is travelling with family members, it is necessary to specify the relationship between the accompanying persons.
This is particularly important to ensure the safety of young travellers and to comply with current regulations.
Registration of Minors
When registering a minor, additional information must be provided to substantiate the kinship relationship.
This may include, but is not limited to:
- Birth certificate indicating the family relationship
- Documentation proving guardianship in case of not being the parent.
Information on minors must be provided by a responsible adult, who will be responsible for signing the entry form to the establishment.
This measure ensures that the necessary precautions are taken to protect the safety of children during their stay.
What is a digital certificate?
Online Traveller Registration
The digitisation of the traveller registration process has simplified obligations for both accommodation establishments and travellers.
The SES.HOSPEDAJES platform is a key tool that facilitates compliance with current regulations.
Use of the SES.HOSPEDAJES Platform
The SES.HOSPEDAJES platform, provided by the Ministry of the Interior, has been designed to optimise the passenger registration process.
This tool allows accommodations to register and communicate the necessary information efficiently, thus complying with the established legal requirements.
Steps to be taken before registering travellers
- Register as a user in the application
- Have a digital certificate or cl@ve installed .
- Have installed self-signature
Platform functionalities
- Easy guest registration: The platform allows for quick and easy registration of guest data, minimising the time that establishments need to spend on this task.
- Data integration: The information systems are connected to the relevant authorities, ensuring that data is transmitted in real time, contributing to public safety.
- Accessibility: The platform is available for different devices, allowing accommodation managers to access it from anywhere and at any time.
- Technical support: The tool offers technical assistance to users to resolve any doubts or problems that may arise during the registration process.
Online Registration Procedure
The procedure for registering guests through the platform is quite simple.
It includes the following steps:
- Preliminary step of establishment or company registration.
- Access to the platform: Establishments must log in to the platform using the credentials provided by the Ministry of Interior.
- Data entry: Once inside, it is necessary to enter the required information for each guest, making sure that the data entered is correct.
- Verification: After entering the data, the system verifies the consistency of the information, helping to reduce errors in the registration.
- Registration confirmation: Finally, a report is generated certifying that the registration has been carried out correctly and that the data has been sent to the competent authorities.
Advantages of Digitisation
The digitisation of traveller registration brings multiple benefits that have a positive impact on both travellers and the tourism sector in general.
Security and Simplicity
One of the main benefits of using the SES.HOSPEDAJES platform is the increase in process security.
By having an IT system that centralises all the information, the possibility of human error that could compromise the integrity of the data is reduced.
In addition, the process becomes more streamlined, improving the customer experience at check-in.
Access through the Electronic Headquarters
The platform is available through the Electronic Headquarters of the Ministry of the Interior, which guarantees secure and controlled access.
This option allows establishments to register in an official environment, thus complying with regulations and offering confidence to both accommodation owners and travellers.
The ease of access and use of this platform is a significant step towards the modernisation of tourism-related bureaucratic procedures.
Fines for not registering travelers
Sanctions are governed by Chapter V of Organic Law 4/2015, of March 30, on the protection of public safety.
Serious Fine of 601 to 30,000 euros
- Failure to report any mandatory information.
- Failure to fill out the traveler’s register when required to do so.
Minor fines of 100 to 600 euros
- Failure to fill out the traveler’s register on time.
- Filling out the traveler’s register incorrectly.