Hello everyone! This blog is dedicated to the question that many people have about the registration of guests. There are many hosts who are not clear or did not even know that each guest (over 14 years of age) has to register with the authorities. This is not a new law, it has been in force for many years, so I am going to explain in detail, point by point to make it easier to understand, how and what has to be done to register guests and I hope that this will clarify all your doubts, as that apparently there are many hosts who did not know that it was mandatory... Here I go...
What is the guest registry?
Guest registration is a mandatory procedure for all establishments to register each guest over 14 years of age. Depending on each autonomous community, it can be with the National Police, Civil Guard, Mossos, etc. Example: In my town, Jávea, we do not have a National Police, so I have made the necessary arrangements with the Civil Guard.
What does the guest registry consist of?
It consists of filling out a part of travelers and sending it to the authorities during the 24 hours following each check-in.
Where to send the part of travelers?
The part of travelers is sent to the authorities. In my case to the Civil Guard. To carry out this procedure, you must first be registered in Hospederías and have access to some codes and password.
How do you get access at Hospederías de la Guardia Civil?
In my personal opinion, I went directly to the barracks.
They ask for the following documentation: copy of the notification of the tourist license of the establishment, copy of the ID of the owner and manager of the agency (if applicable), property deed or management contract between agency and owner, contact number and email.
With the information above, they will call you to sign and they will give you the keys and password for each accommodation (if you have several).
How to make the part of travelers on the page Hospederías de la Guardia Civil?
With your access codes, you can enter directly to the website: https://hospederias.guardiacivil.es/ and click ENTER.
Add the username and password provided by the Civil Guard.
On the left side look for 'Generate traveler report'.
Fill in the traveler's part. Mandatory to fill in: date of entry, country of nationality, type of document, document number, issue date, name, 1st surname (and 2nd surname if you have one), sex and date of birth.
Add and send file. (There is an option to send you confirmation of sending the file to your e-mail).
If it is mandatory, what happens if I don't register my guests?
If guests are not registered with the authorities or are incomplete, they may face various penalties. Minor offenses are between 100 euros and 600 euros, and serious offenses are between 601 euros and 30,000 euros.
If I have a lot of accommodation and/or little time, is there an app that will help me do the things?
Yes there are, even several. I recommend as it is much more comfortable.
The most recommended are Check-in Scan, Chek-in and Partee.
I have used Check-in Scan and can recommend it. I am now using Partee and so far so good.
What the apps do is that you can fill in the data or even scan the ID photo and they automatically send the file to the authorities. You save a lot of time and it's much more comfortable.
Now, the most frequently asked question:
Can I request a photo of the copy of my guest's ID?
This is another argument and there are many answers about this.
Due to data protection, a photo cannot also be requested if the guest does not agree, he does not have to... – he is not obliged to send any photos.
BUT, since I work (I have a tourist rental agency and manage several homes), I give the option of sending the photo of the ID copy. Many clients have no objection to sending the copy/photo of the DNI but there are some who do, so they send me the necessary data for registration in writing.
Do I have to register guests with the authorities or with the ministry?
This is also the one we all ask ourselves. In addition, there are many hosts who think that they do not have to register guests with the authorities because the registration with the ministry has not yet entered into force.
Royal Decree 933/2021 establishes new obligations to register travelers in which the request for certain guest data is recorded. Said obligation began its operations on January 2, 2023, establishing a period of adaptation to the new environment, lasting 5 months, until June 2, 2023. However, given the technical complexity of the development and the volume of treatment operations that entail its implementation, a new adaptation period has been granted until January 31, 2024.
But in the meantime, your guests continue to register on the hostel page (or by app) as required.
I think that it is quite clear how to register guests.
I will leave you a summary point by point of how the registration is done. However if anyone has any questions, I am willing to help you. You can send an email to: info@mar-bay.com and I will be happy to help you!
Important:
All traveler reports must be kept in order for a minimum of 3 years in the traveler record book, whose format can be both physical and digital, and which must be made up of a minimum of 100 and a maximum of 500 pages.
Guest registration summary:
1. It is a mandatory procedure for all establishments to register each guest over 14 years of age with the authorities.
2. A traveler's part is filled out (with the documentation provided by the guests) and sent to the authorities within 24 hours of check-in
3. You can register guests in any of the apps (Check-in Scan, Chek-in, Partee etc) if you want to download it (recommended when you have several homes under management) or yourself on the hostel page: https:// hospederias.guardiacivil.es/
4. The traveler part is filled out and the file is sent. Remember, it is better to give your guests the option (for data protection), they are not required to send a photo of the DNI, passport, ID... if not, the data necessary that I mention in point 4 of the fifth question. I repeat that the procedure is mandatory, if guests are not registered or register with lack of information, the fines are from 100 euros to 30,000 euros.
Thanks again to everyone.
All the best,
Francesca - Owner of Mar Bay.
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