Guest registration in Spain is an essential process for all businesses in the tourism sector. Ensuring guest registration in Spain is accurate and complies with the law is critical for businesses and authorities alike. The guest registration process is regulated by Royal Decree 933/2021, which mandates that all accommodations and platforms report detailed guest information. These regulations aim to enhance security and prevent criminal activities.
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What does Royal Decree 933/2021 mean for guest registration?
Royal Decree 933/2021 requires companies in the tourism sector to collect and manage up to 42 different pieces of information per guest. This data must be transmitted to the Ses.Hospedajes system, managed by the Ministry of the Interior.
What information is required by Royal Decree 933/2021?
| Type of information | Example of data requested | Purpose according to the regulation |
|---|---|---|
| Personal Data | Name, surname, gender, ID document, nationality, date of birth. | Unambiguous identification of the guest. |
| Contact Information | Landline, mobile phone, email. | Communication in case of emergencies. |
| Booking Information | Number of guests, relationship (for minors), check-in/out dates, payment details. | Traceability of accommodation and booking process. |
| Additional Data | For vehicle rentals: GPS location, kilometres travelled. | Security and prevention of related crimes. |
Deadline for reporting data
The data must be reported within 24 hours and stored for three years for possible audits.
Who Does the Guest Registration Regulation Affect?
The regulation affects both companies and consumers in the tourism sector.
Companies Affected
- Tourism providers:
- Hotels, hostels, campsites, and any tourist accommodation.
- Intermediary platforms like Airbnb, Booking, or travel agencies.
- Transport companies:
- Vehicle rentals without a driver.
- Other activities related to tourist mobility.
Exceptions:
Private hosts conducting non-professional activities only need to report basic data.
Travellers
Every guest, whether travelling for leisure or business, must provide personal details. This includes:
- MICE Tourism (Meetings, Incentives, Conferences, and Exhibitions): For example, if a group travels to a congress like MWC in Barcelona, each member must provide their individual details. This includes minors, whose relationship with accompanying adults must be specified.
Objectives and Criticisms of Royal Decree 933/2021
Objectives of Royal Decree 933/2021
According to the Ministry of the Interior, the regulation aims to enhance national security by preventing crimes linked to terrorism and organized crime. The real-time traceability of guest data is a key measure to achieve this.
The system has reportedly helped locate over 18,584 individuals with outstanding police warrants since its introduction.
Criticism of the Regulation
- Administrative burden:
Manually managing 42 data points per client is challenging for high-turnover companies, especially during peak seasons. - GDPR concerns
Of the 42 data points, 23 involve personal or sensitive information. This raises concerns regarding data privacy and conflicts with GDPR’s principle of data minimisation, which requires that only necessary information be collected. - Economic impact:
Fines range from €100 to €30,000, adding pressure to a sector still recovering from the pandemic.
Operational Challenges for Guest Registration
- Time-consuming manual processes:
Manually collecting and verifying data can significantly extend check-in times, creating queues and diminishing guest satisfaction. - Incomplete data:
Some documents, such as certain international passports, may not include all the required information. - Technology adoption:
Transmitting data to the Ses.Hospedajes system requires technological upgrades, which can be particularly demanding for small businesses.
Practical solutions for guest registration: EKYC Onboarding
What is EKYC Onboarding?
EKYC (Electronic Know Your Customer) onboarding automates the real-time verification of customer data. It simplifies guest registration while ensuring full compliance with the law
Key advantages of EKYC Onboarding for guest registration
| Benefit | Description |
|---|---|
| Regulatory compliance | Ensures data collection and management according to Royal Decree 933/2021 and GDPR. |
| Streamlined check-in | Reduces wait times and enhances customer experience. |
| Scalability | Adaptable for both large hotel chains and small businesses. |
| Secure storage | Data is securely stored and available for audits for up to three years. |
Why choose Lleida.net?
Lleida.net offers an EKYC onboarding solution tailored for the tourism sector, ensuring compliance and efficiency.
Conclusion
Guest registration has become a regulatory challenge that requires efficient and digital-first solutions. With tools like Lleida.net’s EKYC onboarding, businesses can ensure compliance with Royal Decree 933/2021, streamline operations, and enhance the guest experience.
👉 Now’s the time to explore tools that simplify compliance processes. Contact us today for more information!