Traveler registration security in Spain has taken a new direction, and we are here to guide you through these important changes.
With the implementation of the SES.HOSPEDAJES system, the Spanish government is looking to improve the security and efficiency of guest registration.
This new approach has a significant impact on how tourist accommodations, including those listed on Airbnb, should handle their visitors’ information.
In this article, we will explore the basics of this new traveler registration system and how it is being implemented.
We’ll also look at the consequences of not complying with these regulations and the benefits this registration brings.
Whether you are an accommodation owner or a traveler, it is crucial to understand these new rules to ensure a hassle-free stay in Spain.
Join us as we break down everything you need to know about this relevant topic.
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Fundamentals of the new Travelers’ Registry in Spain
The new Travelers Registry in Spain represents a significant change in how guest information is handled in the tourism sector.
This system, which will come into effect on December 2, 2024, seeks to modernize and digitize the registration process, improving security and control by authorities [1].
Objectives of the new regulations
The main objective of this new regulation is to reinforce citizen security.
The Ministry of the Interior justifies this measure by arguing that “the greatest attacks on citizen security come from both terrorist activity and organized crime.” [2].
The complete digitalization of the process will allow a more rigorous and real-time control of who is staying at each establishment, facilitating police intervention if suspicious behavior is detected. [1].
Responsible entities
The Ministry of Interior is the main entity responsible for the implementation of this new system.
As of December 2024, traveler registration data will be sent directly to the Ministry through the SES HOSPEDAJES platform, instead of to the National Police or the Civil Guard as it was previously done [1].
It is important to note that the Spanish Data Protection Agency has provided a technical report on this new regulation, emphasizing the need to have the proper legitimacy for the interconnection of data in the scope of specific investigations [2].
Scope of application
The new regulation affects all managers and owners who offer lodging services, whether professionally or not.
This includes hotels, hostels, lodges, rural houses, campsites, bungalows, tourist apartments and any type of holiday accommodation. [1].
In addition, the regulation also extends to travel agencies and car rental companies. [2].
It is crucial that all affected establishments adapt to these changes by implementing digital systems that allow for the automatic submission of guest data quickly and securely [1].
Implementation of SES.HOSPEDAJES
The SES.HOSPEDAJES platform , developed by the Ministry of the Interior, is designed to facilitate compliance with the new obligations to register documents and send information on guests.
This digital tool represents a significant change in the way traveler registration security is handled in Spain.
Platform features
SES.HOSPACES offers an intuitive interface that allows users to record and submit the required information efficiently.
The platform is designed to handle a considerable volume of data, making it suitable for establishments of all sizes.
In addition, it incorporates robust security measures to protect sensitive traveler information.
Registration process and data submission
To use SES.HOSPEDAJES, users must first register on the platform.
This process requires a digital certificate or to be registered in cl@ve.
Once registered, establishments can send travelers’ data immediately, and in any case no later than 24 hours after making the reservation or formalizing the contract. [3].
The system allows two main methods for sending data:
- Use of a web service for machine-to-machine communication.
- Use of the web application, accessible by electronic certificate or username and password.
Support and technical assistance
The Ministry of the Interior has established communication channels to provide support to SES.HOSPEDAJES users.
A permanent dialogue has been maintained with the affected sectors to facilitate their adaptation to the requirements of the new regulations and to the platform. [4].
In addition, a web repository has been created with relevant information, frequently asked questions and additional documentation to improve the quality of service to the entities and citizens. [5].
It is important to highlight that the Ministry of the Interior has extended the adaptation period until December 2, 2024, responding to technical reasons to facilitate the interconnection and transmission of data, especially in autonomous communities with autonomous police forces [4].
Consequences of noncompliance and benefits of registration
### Non-compliance with the registration of travelers in Spain can have serious financial consequences for owners and managers of tourist accommodations.
Fines vary according to the seriousness of the infraction, ranging from €100 to €30,000. [6].
It is crucial to understand that these penalties are applied for each infraction, meaning that repeated non-compliance can result in cumulative fines that could seriously affect the economic viability of the business [6].
Impact on business reputation
Beyond the direct economic consequences, non-compliance with traveler registration can have a negative impact on the reputation of the business.
Non-compliant accommodations may be perceived as unreliable by authorities and potential customers.
This loss of trust can translate into a decrease in bookings and, therefore, in revenue [6].
In the digital age, where online reviews are crucial, news of penalties for non-compliance can spread quickly, negatively affecting the image of the establishment.
Advantages of complying with regulations
Complying with traveler registration not only helps us avoid penalties, but also offers significant advantages for our business.
By adopting a digital system such as SES.HOSPEDAJES, we can comply with the regulations automatically and efficiently. [1].
This not only saves time, but also minimizes the risk of data entry errors.
In addition, real-time submission of information ensures that we don’t have to worry about delays in communicating with authorities [1].
Security is another important advantage.
Digital systems are designed to comply with data protection regulations (GDPR), which ensures that our guests’ information is protected at all times. [1].
This also protects us as managers or owners from possible sanctions related to information security.
Cybersecurity Incidents in Spain
- National Police Attack (2020) In 2020, the National Police experienced a data breach that exposed sensitive information.
While specific details of the compromised data were not disclosed, the event highlighted weaknesses in the police force’s digital security. - Problem at the Tax Agency (2021) The Tax Agency reported an increase in phishing attempts and computer attacks seeking to obtain taxpayers’ personal data.
These threats intensified during the tax declaration period, forcing the entity to strengthen its security protocols. - Data Leaks at the Ministry of Interior (2022) In 2022, personal information leaks occurred at the Ministry of Interior, where sensitive data was exposed due to inadequate configurations in internal systems.
This incident highlighted the urgency of improving security measures and access control to critical information. - Overall Increase in Breaches (2023) According to reports, more than half of the breaches reported in March 2023 were of internal origin, suggesting that many incidents are caused by human error or failures in the internal procedures of public administrations.
This includes cases where employees access or handle information without the necessary precautions. - Ransomware Incidents Public administrations have been frequent targets of ransomware attacks, where attackers encrypt data and demand payments for its release.
These incidents have affected several public bodies, although not all have been publicly disclosed.
Impact and Advice
These failures have had serious consequences, such as loss of customer confidence, reputational damage and high costs to improve security.
To reduce these risks, it is advisable to:
- Create Clear Protocols: Establish rules on how to handle guest data.
- Train Staff: Teach employees about cybersecurity to avoid mistakes that can cause problems.
- Review Systems Regularly: Make frequent checks to find and fix security flaws.
- Use Modern Technology: Implement tools such as encryption and two-step verification to protect important information.
It is crucial that hoteliers and owners of tourist apartments take measures to protect their businesses and their customers’ data.
Online security is as important as physical security in today’s travel industry.
Doubts about the security of traveler registration in Spain
Conclusion
The implementation of the new traveler registration system in Spain has a significant influence on the tourism sector.
This change raises concerns about improved security.
For accommodation owners and managers, compliance with these new rules is crucial to avoid fines and maintain a good reputation in the market.
In summary, the SES.HOSPEDAJES system a priori represents a step forward in improving safety and efficiency in the Spanish tourism sector.
Although it represents an initial challenge for some establishments, and opens a new front for the state administration in terms of cybersecurity.
From Verificaremails we offer our identity verification tools for those entrepreneurs who want to continue using their own registration methods but need to add a layer of security.
- What is the function of the travelers’ registry in Spain?
- The travelers’ registry is a free tool that allows Spanish authorities to locate or contact registered Spanish travelers in serious emergency situations, such as natural disasters or armed conflicts.
- How long must travelers’ records be kept at lodging establishments in Spain?
- Accommodation establishments in Spain must keep travelers’ records for a minimum period of three years, counted from the date of the last entry in the document.
## References [1] – https://aloda.es/nuevo-parte-de-viajeros-2024/ [2] – https://www.xataka.com/privacidad/vas-a-hotel-espana-gobierno-sabra-tus-datos-asi-inedito-sistema-control-masivo-que-prepara-interior [3] – https://sede.mir.gob.es/opencms/export/sites/default/es/procedimientos-y-servicios/hospedajes-y-alquiler-de-vehiculos/ [4] – https://www.interior.gob.es/opencms/es/servicios-al-ciudadano/tramites-y-gestiones/seguridad/registro-documental-de-viajeros/comunicacion-de-datos-a-las-dependencias-policiales/ [5] – https://ascav.es/ses-hospedajes-todo-lo-que-necesitas-saber-acerca-de-la-nueva-plataforma/ [6] – https://chekin.com/blog/consecuencias-de-no-cumplir-con-el-nuevo-registro-de-viajeros-en-espana/ [6] – https://chekin.com/blog/consecuencias-de-no-cumplir-con-el-nuevo-registro-de-viajeros-en-espana/
