Spain Tourism Ministry Guide: Tourist Registration FAQs
Welcome to our comprehensive guide on navigating the protocols established by the Spain Tourist Ministry for traveler accommodations. As travel continues to thrive, understanding the nuances of tourist registration, especially through the Ses.Hospedajes platform, is crucial for property managers and owners.
This article provides essential insights into the registration process, legal responsibilities, and the integration of technology to streamline operations, all under the guidelines of the Spain Tourist Ministry.
Frequently Asked Questions: Spain Tourism Ministry (SES.HOSPEDAJES)
1. Initial Registration and Requirements
What is the procedure for registering properties on Ses Hospedajes if I am a non-professional owner? Non-professional owners should register on the Ses Hospedajes platform by obtaining a digital certificate (DNIe) or a valid form of electronic identification. Once registered, they must complete the property registration process on the platform.
If I do not have a digital certificate, how can a foreign owner register their property on Ses Hospedajes? A foreign owner can apply for a digital certificate through official channels in Spain or use other available methods of electronic identification, such as the DNIe. In some cases, they may also register the property through a legal representative or follow the procedures detailed by the system.
If I am an intermediary agency, who is responsible for registering accommodations on Ses Hospedajes: the owner or the agency? The responsibility for registering accommodations on Ses Hospedajes lies with the holder of the operation. In Andalusia, according to the current decree, this responsibility falls on the operating company, which may be different from the property owner.
*Please note that this regulation may vary by autonomous community. Therefore, we recommend reviewing the applicable legislation in each region to ensure legal compliance.
If I manage multiple third-party properties (without being the owner), can I register all the properties on Ses Hospedajes through my account? What information do I need from the owner? Yes, it is possible to register multiple third-party properties through your account. To do so, you will need the owner’s details, such as their name, identification document, and other contact details. The owner will authorize the registration, and the platform will allow you to manage the associated properties.
Is it possible to request an appointment with Ses Hospedajes to resolve specific questions about registration or the system? Yes, it is possible to request an appointment with the Ses Hospedajes team to resolve specific questions about registration or the system. It is recommended to contact them through official channels to schedule an appointment.
2. Registration Maintenance
If an establishment is already registered on Ses Hospedajes, is it necessary to carry out any additional procedures to continue managing the bookings? Once an establishment is registered, no additional procedures are necessary, provided that the establishment’s data has not changed. It is important to keep guest and booking records up to date in accordance with legal requirements.
3. Handling Errors and Incorrect Data
If a mistake is made when registering accommodation (e.g., in the name), how can I correct it or delete the property to re-register it? If there is an error in the accommodation data, you can correct it directly through the Ses Hospedajes platform. If the error persists, it is possible to delete the property from the system and re-register it with the correct data.
If a guest lies about their personal data, what responsibility does the host have? How can we prove that the incorrect data was provided by the guest? The host is responsible for ensuring that the provided data is correct. If a guest lies about their data, the responsibility falls on the guest, but the host must verify the information at check-in. It is recommended to use identity verification tools like the one offered by Chekin to ensure data validity.
If I receive an error message when trying to register a booking on Ses Hospedajes, what steps should I follow to correct it? In case of receiving an error message when registering a booking, you should review the entered data to verify that there is no missing or incorrect information. If the error persists, it is advisable to contact Ses Hospedajes technical support for assistance.
What should I do if the system does not allow me to enter my data correctly or if the Ses Hospedajes platform does not respond? If the system does not respond correctly, first check the internet connection and ensure that the platform is being used correctly. If the problem persists, it is advisable to contact technical support to resolve any issues.
If the Ses Hospedajes system is not functioning properly (black screen, validation errors, etc.), how should I proceed? If you experience technical issues like a black screen or validation errors, first try refreshing the page or restarting the system. If the problem continues, contact Ses Hospedajes technical support for guidance and to resolve the issue.
I have experienced an error related to Geiser when trying to register properties on Ses Hospedajes. Is there a known solution to this problem? To resolve errors related to Geiser, it is advisable to contact Ses Hospedajes technical support or check for available updates to the platform that may resolve the issue.
4. Traveler Registration and Regulations
Is it mandatory to register all the data requested in the traveler registration book, including the guest’s signature? Yes, it is mandatory to register all the requested data, including the guest’s signature, in accordance with the regulations. Digital signatures can be used to meet this requirement on platforms like Chekin.
Should traveler registration be done within 24 hours of the guest’s arrival or at the time of booking? Registration must be done within 24 hours of the guest’s arrival, according to Royal Decree 933/2021. The information should be sent to the platform as soon as check-in is completed.
If the booking is made for someone else (e.g., a parent booking for their child), how should it be registered on Ses Hospedajes? If a person makes a booking on behalf of someone else, as in the case of a parent booking for their child, the guest’s data must be registered, indicating the relationship in the system to comply with the regulations.
5. Inquiries and Modifications in the Registry
Is it necessary to include guest data telematically, or can it be manually registered if we do not have internet access? Although manual registration might be possible, regulations require that data be telematically registered on the Ses Hospedajes platform. It is important to upload the data electronically as soon as internet access is available.
Does the Ses Hospedajes system allow for checking cancelled bookings? Yes, the system allows for checking cancelled bookings, although it is important to ensure that all cancellations are reported in the system to comply with the requirements.
What happens with long stays (more than 30 days)? Do I need to register guests if the stay is not for tourist purposes? If the stay is more than 30 days and is not for tourist purposes, it is not necessary to register guests on Ses Hospedajes. The regulation applies only to short-term or tourist stays.
In the case of a child under 14 years old who does not have an ID, what document should be indicated for their registration? If a child under 14 years old does not have an ID, the identification document of the accompanying adult should be indicated, along with the relationship.
If guest data comes from other booking platforms (such as Airbnb or Booking), can we use the email provided by the platform, or should it be the guest’s personal email? The email provided by the platform can be used, but it is preferable for hosts to obtain the guest’s personal email to ensure that the data is correct and complete.
If a guest refuses to provide their data, what responsibility does the host have, and what steps should they take? If a guest refuses to provide the mandatory data, the host has the right to refuse the booking. It is recommended to inform the guest about the mandatory nature of the registration process according to the law.
How should the case of guest registration with non-Latin characters (e.g., names in Chinese, Arabic, etc.) be handled? In the case of guests with non-Latin characters, the Ses Hospedajes system should allow the inclusion of special characters. It is important to ensure that the data is registered correctly, respecting the language and appropriate format.
6. Integration with Applications and Payments
How can I connect my Ses Hospedajes account with the Chekin app? Does the Chekin system automatically register the reservations, or do I need to do something additional? To connect your Ses Hospedajes account with Chekin, follow the integration instructions provided by Chekin on their platform. Chekin automates the guest registration process and sends the data directly to Ses Hospedajes.
What happens if I make a mistake when entering guest data in Chekin? Can it be corrected? If you make a mistake when entering guest data in Chekin, you can easily correct it by accessing the guest information on the platform and editing the relevant data. Ensure that all information is accurate before sending it to Ses Hospedajes.
In the Chekin app, can I check cancelled bookings or modify data from old bookings? Yes, Chekin allows you to check cancelled bookings and modify data from old bookings. This facilitates the management of changes or corrections in guest records.
Is it possible to install the Chekin app on more than one device with the same account to manage multiple properties? Yes, the Chekin app can be installed on multiple devices with the same account. This allows for efficient management of multiple properties from different devices.
In the case of payments made through platforms like Airbnb or Booking, what type of payment should be indicated in the registry? Should the payment platform (e.g., Booking or Airbnb) be specified? When registering the payment, the payment method used (e.g., credit card, PayPal, etc.) should be indicated. If the payment was made through a platform like Airbnb or Booking, the name of the platform should also be mentioned to properly associate the payment with the booking.
If a guest makes a payment through an external payment platform, should I specify the type of payment or the method used (card, PayPal, etc.)? Yes, it is necessary to specify the payment method used by the guest, whether it is a card, PayPal, or any other method, to ensure that the data is correct and meets the registration requirements.
Is it necessary to register bookings made through platforms (like Booking, Airbnb, etc.) immediately after confirmation, or can they be registered upon guest arrival? Bookings should be registered on Ses Hospedajes as soon as they are confirmed, regardless of when guests arrive. This is necessary to comply with traveler registration regulations.
7. Legal Responsibilities and Contracts
If I am a non-professional owner, am I required to keep guest data digitally or is maintaining a paper signature sufficient? If you are a non-professional owner, it is advisable to keep guest data digitally, as regulations require secure storage of this information. Digital format is more accessible and better complies with data protection laws.
If I manage stays under the LAU (Urban Lease Law) and it is not considered tourist rental, do I need to register the guests on Ses Hospedajes? If you manage stays under the LAU and it is not considered a tourist rental, it is not necessary to register guests on Ses Hospedajes, as the platform is specifically aimed at tourist accommodations.
In case of using a service manager or management company to manage my properties, who is responsible for making the registrations on Ses Hospedajes: the owner or the management company? The responsibility for making the registrations lies with the owner, although the management company can perform the process on behalf of the owner. However, the legal responsibility remains with the owner.
What type of contract should the owner or the guest sign in the case of short-term rentals? Is it mandatory? In the case of short-term rentals, it is advisable to sign a contract detailing the rental conditions. Although not always mandatory, a written contract can protect both the owner and the guest.
If I am a travel agency managing tourist rental properties, should I register as a tourist operator and as a lodging? Is it also necessary to register as an intermediary agency? If you manage tourist rental properties, you should register as a tourist operator and as a lodging if you manage the accommodation directly. Additionally, if you are an intermediary agency, it may also be necessary to register on Ses Hospedajes to comply with regulations.
How to comply with the reporting of reservations to Ministry of the Interior?
In compliance with the regulations established by the Ministry of the Interior for the control of accommodation activity, all digital booking platforms (such as OTAs) and accommodations managing their own bookings are required to report booking details and any cancellations.
In this free guide, you will find all the key information to comply with this regulation.
Integration with Chekin
Managing traveler registration and complying with local regulations in Spain can be complex and time-consuming. Chekin automates the submission of traveler parts to authorities in compliance with current legislation.
We are connected with the Police, Civil Guard, Mossos d’Esquadra, Ertzaintza, and SES.HOSPEDAJES.
- Register your guests online
- Generate traveler parts in one click
- Send data to authorities automatically
- Store traveler books in the cloud
- Comply with the new requirements of RD 933/2021
At Chekin, we understand that new regulations can be challenging for property managers. Therefore, our software automates data reporting to the SES.HOSPEDAJES platform, simplifying management, avoiding errors and fines, and enhancing security in the tourism sector.
Free trial for 14 days. No credit card required!
Conclusion
In conclusion, adhering to the regulations set forth by the Spain Tourist Ministry is paramount for anyone involved in managing tourist accommodations. The Ses Hospedajes platform is an invaluable tool that ensures compliance with these regulations, thereby safeguarding both the guest’s and the property manager’s interests. By staying informed and utilizing the right tools, such as Chekin, property managers can not only comply with the law but also enhance their operational efficiency and guest satisfaction.
Furthermore, the evolving landscape of tourist regulations demands continuous attention and adaptation. By keeping abreast of updates from the Spain Tourist Ministry and regularly reviewing the functionality and compliance features of platforms like Ses Hospedajes, stakeholders in the tourism industry can ensure they remain compliant and competitive in this dynamic market.
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