The new registration of travelers in Spain has transformed the management of tourist accommodations.
As owners or managers, it is crucial to know this regulation to avoid fines and comply with the law.
The Ministry of the Interior, under Fernando Grande-Marlaska, has implemented this system to improve security in the tourism sector.
In this article, we will examine what the traveler registry is and its importance for our business.
We will analyze the consequences of not complying with this obligation and how to correctly implement the registration form.
In addition, we will look at the benefits of complying with the regulation, from improving data management to preventing penalties.
Our goal is to provide you with the information you need to successfully navigate this new regulatory landscape.
To ensure data accuracy and avoid penalties, VerifyEmails’ validation services can help.
These services allow you to verify the authenticity of emails provided by guests, validate phone numbers, verify and correct postal addresses, first names, last names… reducing errors and improving the quality of the information collected.
What is the new travelers’ registry in Spain?
The new travelers’ registry is a system of the Ministry of the Interior to improve identity verification and security in tourism.
This registry is part of public security measures in Spain and other countries, seeking to protect citizens against terrorist threats and crimes by criminal organizations.
Regulatory changes
Royal Decree 933/2021, published on October 26, 2021, introduced new rules for the registration of guests in tourist accommodations and car rentals in Spain.
This regulation expands the data to be collected, going beyond the information in official documents such as DNI or passport.
The new law requires the registration of travelers to be completely digital, eliminating the use of paper.
All tourist accommodations in Spain must adopt a digital system to register guests and automatically send data to the authorities.
Information required
With the new regulations, more data must be collected from guests.
This includes full name, gender, ID number, nationality, date of birth, usual residence, telephone, e-mail and relationship between underage travelers.
Booking details such as check-in and check-out dates, accommodation information and payment details should also be recorded.
It is crucial to register all travelers, regardless of age.
Implementation deadlines
Although the decree came into force in January 2023, its mandatory application has been postponed several times.
Initially scheduled for June 2023, then October 2024, the deadline is now December 2, 2024.
This delay is due to technical reasons to facilitate the interconnection of data in communities with autonomous police and to allow the sector to adapt.
Consequences of noncompliance
To avoid penalties and ensure data accuracy, VerifyEmails validation services can be very useful.
These services make it possible to verify the authenticity of emails provided by guests, reducing errors and improving the quality of the information collected.
For example, the VerifyEmails real-time validation service can be integrated into the registration form to instantly verify email addresses.
This helps prevent typos and false addresses, ensuring that contact details are correct and reducing the risk of fines for incorrect information.
In addition, VerifyEmails’ list cleaning service can be used to periodically verify and update the guest database, keeping information accurate and up to date.
This not only improves communication with customers, but also ensures ongoing regulatory compliance.
Implementing these validation services demonstrates a commitment to data accuracy and regulatory compliance, which can be beneficial in the event of inspections or audits.
Consequences of non-compliance with the registration of travelers in Spain for tourist accommodations
Failure to comply with the digital registration of travelers in Spain can have serious consequences for owners and managers of tourist accommodations.
It is crucial to understand the risks of not following this regulation to avoid legal and economic problems.
Financial penalties
Fines are the most immediate consequence of not complying with the registration.
Violations are classified as minor and serious, with penalties varying according to their severity.
Minor infractions can carry fines of between €100 and €600, while serious infractions can reach €30,000.
It is important to note that these fines are applied per violation, which means that repeated non-compliance can result in cumulative penalties that could seriously affect the financial viability of the business.
Reputational damage
Beyond the direct economic consequences, non-compliance can damage the reputation of the business.
Non-compliant accommodations can be perceived as unreliable by authorities and potential customers.
This loss of trust can translate into a decrease in bookings and thus revenue.
In the digital age, where online reviews are crucial, news of penalties for non-compliance can spread quickly, negatively affecting an establishment’s image.
Possible tax investigations
Failure to comply with traveler registration may raise suspicions of tax irregularities.
Authorities may initiate further investigations into business operations, which could result in tax audits and possible additional penalties.
To avoid these consequences, VerifyEmails’ validation services can be of great help.
They allow you to verify the authenticity of guest emails, reducing errors and improving the quality of the information collected.
Real-time validation and periodic cleansing of mailing lists ensures ongoing compliance and demonstrates commitment to data accuracy.
Non-compliance with traveler registration can trigger further investigations by authorities.
These may include detailed audits of facility activity and guest records.
In cases of repeated non-compliance, owners could face more thorough tax inspections.
These investigations may not only result in additional penalties, but may also consume valuable business time and resources.
In addition, they could reveal other irregularities that the owner had not considered before, which could lead to even more serious consequences.
In this context, VerifyEmails’ validation services can be of great help to avoid problems.
These services make it possible to verify the authenticity of guest e-mails in real time, reducing errors and improving the quality of the information collected.
In addition, they offer periodic cleaning of mailing lists, ensuring continuous compliance with regulations.
In summary, complying with traveler registration in Spain is not only a legal obligation, but also a crucial measure to protect the integrity and viability of the tourism business.
Owners and managers should view this regulation as an opportunity to improve their management practices and ensure the safety of their guests, thus avoiding the serious consequences of non-compliance.
How to correctly implement traveler registration
Proper implementation of traveler registration in Spain is essential to avoid penalties and comply with current regulations.
As owners or managers of tourist accommodations, we must ensure that we follow the correct procedures and use the right tools.
Recommended management systems
To facilitate the traveler check-in process, it is advisable to use automated management systems.
These systems allow us to streamline the check-in process and ensure that all required data is collected in accordance with the law.
Some popular options include:
- SES.HOSPEDAJES Platform: Developed by the Ministry of the Interior, this platform allows us to communicate the data required in the Royal Decree 933/2021 and to collect the Travelers’ Reports in an efficient manner.
- Specialized applications: Tools such as Chekin or Check-in Scan automate the registration and submission of data to the authorities in minutes, simplifying the process considerably.
- Hotel management software: Programs such as RoomRaccoon offer full integrations with the Guardia Civil, the National Statistics Institute and the Ministry of the Interior’s platform, facilitating regulatory compliance.
It is crucial to choose a system that suits our specific needs and helps us to comply with all legal requirements.
In addition, VerificarEmails’ validation services can be of great help to verify the authenticity of guest emails in real time, reducing errors and improving the quality of the information collected.
Staff training
To ensure proper registration of travelers, it is essential to train our staff properly.
We must ensure that they are familiar with new procedures and technologies.
Some key points in training include:
- Detailed knowledge of Royal Decree 933/2021 and its implications.
- Correct handling of the chosen management systems.
- Procedures for guest identity verification.
- Protocols for sending data to the authorities within the established deadline.
- Use of e-mail validation tools to improve data accuracy.
Data protection
When implementing traveler registration, we must be especially careful with the protection of our guests’ personal data.
It is essential to comply with data protection regulations and to ensure the security of the information collected.
Some important measures include:
- Use secure systems for data storage.
- Limit access to information to authorized personnel only.
- Inform guests about the use of their personal data.
- Delete the information after the legal retention period has elapsed.
- Implement e-mail validation services to avoid errors in data collection.
Remember that failure to comply with data protection regulations may result in additional penalties to those already mentioned for failure to properly register travelers.
Benefits of complying with the new regulations
Compliance with the new travelers’ registry in Spain not only helps us to avoid penalties, but also offers a number of significant advantages for our tourist accommodation business.
Let’s see in detail how this regulation can benefit us in different aspects.
Increased safety
The implementation of the new traveler registration system seeks primarily to improve security for us and our guests.
By completely digitizing the registration process and sending data to the authorities, we contribute to a stricter and real-time control of those who stay at our establishment.
This system allows us to comply with public security regulations in force in Spain and other countries.
It also facilitates immigration control and crime prevention by maintaining an updated guest registry. In emergency situations such as natural disasters or conflicts, authorities can quickly contact registered travelers to ensure their well-being.
It should be noted that the Ministry of Foreign Affairs is very strict about the confidentiality of this data.
Only a small group of diplomats from the Consular Emergency Group can access the register, and only in critical situations.
Reputation enhancement
By complying with the new traveler registration regulations in Spain, we demonstrate our commitment to legality and security.
This can positively impact the reputation of our business.
Guests increasingly value transparency and regulatory compliance by tourist accommodations.
Implementing clear privacy policies and robust data management processes is not only a legal obligation, but also conveys trust and professionalism to our customers.
This can result in a better perception of our establishment and, potentially, in more bookings and positive recommendations.
Process optimization
The digitization of traveler registration gives us the opportunity to modernize and optimize our internal processes.
By adopting a digital system, we can comply with regulations automatically and efficiently.
This not only saves time, but also minimizes the risk of data entry errors.
In this context, VerificarEmails’ validation services can be of great help.
These tools allow us to verify in real time the authenticity of emails provided by guests, which improves the quality of the data collected and reduces the risk of penalties for incorrect information.
VerifyEmails’ verification services offer features such as fake domain detection, temporary email identification and syntax validation, helping to maintain an accurate and reliable database.
Digitizing the registration process and transmitting data to the authorities allows us to focus more on serving our customers.
These systems are often intuitive and easy to use, making them easy to adopt even for those who are not familiar with the technology.
Another important advantage is the elimination of paper at check-in.
This is not only more sustainable, but also offers a more convenient and seamless experience for our guests.
Digitization also helps us comply with data protection regulations (GDPR), securing our customers’ information and protecting us from possible sanctions.
In this context, VerificarEmails’ validation services are a valuable tool.
These services allow us to verify in real time the authenticity of emails provided by guests, improving the quality of the data collected and reducing the risk of penalties for incorrect information.
VerifyEmails’ verification features, such as the detection of fake domains and temporary emails, contribute to maintaining an accurate and reliable database.
Conclusion
The new registration of travelers in Spain has a significant impact on the management of tourist accommodations.
Its implementation not only helps us avoid fines, but also improves security, optimizes our processes and strengthens our reputation in the industry.
By adopting these regulations, we demonstrate our commitment to legality and the protection of our guests, which can result in increased customer trust and loyalty.
To ensure effective compliance, it is essential to keep up to date with the latest regulations and use appropriate data management tools.
VerifyEmails’ validation services are particularly useful for verifying form data and avoiding penalties, the services allow you to validate phone numbers, verify email, validate and correct postal addresses or verify first and last names.
Ultimately, the adoption of this new system is not only a legal obligation, but also an opportunity to improve our services and contribute to a safer and more reliable tourism environment in Spain.
FAQs
- How long must travelers’ records be kept at lodging establishments in Spain? Lodging establishments in Spain are required to maintain traveler records for a minimum of three years from the date of the last entry recorded on the document.
- What types of establishments are required to register the identity of their guests in Spain? All lodging establishments, including hotels, hostels, campgrounds, hostels and guesthouses, must register the identity documents of all persons over 14 years of age who stay in them.
How are guests registered with the National Police? To comply with security regulations, accommodations must register guests with the National Police within 24 hours of arrival.
This process is done efficiently through the WebPol/E-HOTEL platform.
VerificarEmails services can help validate the data entered and avoid penalties by verifying in real time the authenticity of the emails provided. Who regulates hotel establishments in Spain? The General Directorate of Tourism Companies and Activities authorizes the opening of hotel establishments in Spain, classifying them into groups, categories and modalities as appropriate.
