Legal basis & compliance
Why guest data must be collected in spain
In spain, the collection and reporting of guest data is not optional. It is a legal obligation for all tourist accommodation providers.
Eurocheckin exists to help you comply with these obligations easily, securely, and automatically.
Royal Decree 933/2021
The legal foundation for guest registration.
Guest registration in Spain is regulated by. Royal Decree 933/2021, of 26 October, which establishes obligations for certain economic activities, including tourist accommodation, regarding:
Collection of traveler identification data
Submission of traveler reports to authorities
Secure storage of collected data
Retention of records for a minimum of three (3) years
This regulation replaced previous systems and standardized traveler reporting at a national level.
Who Must Comply?
Royal Decree 933/2021 applies to all providers of tourist accommodation in Spain, including:
- Tourist apartments
- Holiday rentals
- Hotels
- Hostels
- Property managers and agencies
If you offer paid accommodation to guests, you are required to comply, regardless of:
- The number of properties
- The booking platform used
- Whether check-in is in person or remote
What Data Must Be Collected?
The regulation requires the collection of specific guest identification data, such as:
Identity document details
Personal identification information
Stay-related information
EuroCheckin collects only the data required by law and nothing more. This follows the data minimization principle under GDPR.
Submission to SES Hospedajes
Traveler reports must be submitted to the official Spanish government platform. How EuroCheckin handles this:
Guest data is collected via a secure online check-in form
Traveler reports are automatically submitted to SES Hospedajes
Submission occurs on the guest’s arrival date, as required
Submissions are monitored in real time
You are notified only if a problem occurs
No manual uploads. No repetitive data entry.
Data Retention Requirements
Hotels receive many invoices every month. EuroCheckin processes supplier invoices using OCR and AI to give you clear cost insights.
Under Royal Decree 933/2021:
- Guest records must be stored for at least three (3) years
- Data must be stored securely and be available if requested by authorities
EuroCheckin automatically:
- Stores required data for the legally mandated period
- Applies retention rules without manual intervention
- Ensures secure deletion after the retention period ends
Inspections & Audits
Authorities may request access to traveler records during inspections.
With EuroCheckin:
- Required data is stored correctly
- Records are easy to locate
- Data is retained for the correct legal period
This reduces stress and risk during inspections.
How EuroCheckin Ensures GDPR Compliance
EuroCheckin is designed according to GDPR principles, including:
EuroCheckin is designed according to GDPR principles:
- Lawfulness & transparency
- Purpose limitation
- Data minimization
- Storage limitation
- Storage limitation
Technical and organizational measures:
- Encrypted data transmission (SSL/TLS)
- Secure EU-based infrastructure
- Role-based access control
- Audit-ready data handling
- Automatic retention policies
Consequences of Non-Compliance
Failure to comply with guest registration obligations may result in:
- Administrative fines
- Warnings or formal notices
- Increased inspections
- Legal complications
The exact sanction depends on:
- Severity of the violation
- Repeated non-compliance
- Missing, incorrect, or late submissions
GDPR & Personal Data Protection
In addition to Spanish regulations, guest data processing must comply with:
- Regulation (EU) 2016/679 (GDPR)
- Spanish data protection laws
Roles under GDPR
- The accommodation provider is the Data Controller
- EuroCheckin acts as the Data Processor
How EuroCheckin Helps You Stay Compliant
EuroCheckin is built to:
Automate legal guest registration
Ensure timely submission to SES Hospedajes
Prevent missing or incomplete data
Store records securely for the required period
Compliance handled by the system — not by memory or spreadsheets.
Legal Compliance Made Simple
Spanish regulations are strict, but managing them doesn’t have to be complex. EuroCheckin turns legal obligations into an automated process.