Spanish passenger register comes into force: What travellers and businesses need to know

The Spanish government has officially introduced Royal Decree 933/2021, establishing a new passenger register system to enhance public safety. The regulation came into effect on 2 December 2024, requiring accommodation providers and car rental companies to collect detailed data on their clients and report this information via the Ses.Hospedajes platform. While designed to modernize outdated systems and improve security, the initiative has faced pushback from tourism stakeholders due to increased administrative responsibilities and privacy concerns.

Key Requirements for Data Collection

For Accommodation and Holiday Rentals:
Businesses must collect and register the following client details:

• Traveller Information:
  • Full name, gender, and date of birth.
  • Identity document details (type, number, and issuing country—e.g., DNI, passport, or TIE).
  • Nationality and residential address (including country).
  • Contact information: landline, mobile phone number, and email address.
  • Number of travellers and their relationships, especially in cases involving minors.
• Business Details:
  • Name or corporate entity, CIF/NIF (tax identification number).
  • Full address, including town, province, and postcode.
  • Telephone, email, website, and URL of listings on digital platforms (e.g., Airbnb, Booking.com).
• Transaction Information:
  • Booking reference number.
  • Check-in and check-out dates and times.
  • Payment method details (card type, cardholder name, and expiry date).

For Car Rentals:

Rental agencies must register:

• Main driver and co-driver details (if applicable).
• Identity documents and contact information for all drivers.

Purpose and Background of Spanish passenger registration system

This regulation aims to replace Spain’s outdated registration system, which had remained unchanged for 65 years. By updating these processes, the government seeks to:

1. Improve Public Safety: The new system allows authorities to trace wanted individuals or suspects on national and international levels.
2. Modernize Operations: It includes new accommodation modalities, such as holiday rentals listed on digital platforms, which were previously excluded from registration requirements.

Since its rollout, millions of data entries have already been registered on the Ses.Hospedajes platform, and the Ministry of Interior has highlighted the system’s role in solving high-profile cases.

Concerns from the Tourism Sector

Tourism industry stakeholders have raised several issues regarding the regulation:

1. Administrative Burden: Businesses have expressed frustration over the increased bureaucratic workload, particularly smaller companies that may lack the resources to comply efficiently.
2. Privacy Concerns: Collecting sensitive personal and financial information has sparked worries about data protection, especially from international tourists.
3. Competitiveness: Some businesses fear that these new requirements could affect their ability to compete with non-compliant entities or those operating in less regulated markets.

Penalties for Non-Compliance

Failure to comply with the new regulations can result in significant fines:

• Minor Infractions: Up to €100 for incomplete or incorrect entries.
• Serious Infractions: Fines up to €30,000 for failure to register required data.

The government has assured that the system will not impose substantial additional costs on businesses. However, many companies remain sceptical, pointing to the time and resources required to meet the new standards.

Feedback from the Tourism Industry

Since the regulation’s implementation in early December, tourism stakeholders have provided mixed feedback:

• Positive Views: Larger chains and well-established businesses have noted that the new system improves transparency and enhances safety for both operators and clients.
• Criticism: Smaller accommodation providers and car rental companies argue that the complexity of the requirements has added unnecessary stress during an already busy holiday season. Concerns about data breaches and the potential misuse of client information have also been voiced.

Practical Tips for Businesses and Travellers

1. For Businesses:
   • Ensure all staff are trained on the new requirements and the Ses.Hospedajes platform.
   • Implement secure systems for collecting and storing client data to avoid breaches and penalties.
   • Inform clients about the need for detailed personal information and reassure them about data protection measures.
2. For Travellers:
   • Be prepared to provide detailed personal and payment information when booking accommodation or renting vehicles in Spain.
   • If you have concerns about privacy, confirm the business’s compliance with data protection laws.

While the new Spanish passenger register aims to enhance safety and modernize an outdated system, it has introduced significant challenges for the tourism industry. Businesses must adapt quickly to comply with the regulation and avoid penalties, while travellers should remain informed about the new data requirements. As feedback continues to shape its implementation, the government may need to address concerns to ensure the system works for both operators and clients.