Civil Guard Traveler Registration: Complete Guide 2024

Complete guide on Civil Guard traveler registration requirements for tourist accommodations. Comply with the law easily and avoid penalties. Simplify your management now!

Managing tourist accommodations, whether they are tourist-use homes (VUT), apartments, rural houses, or small hotels, involves a series of responsibilities and legal obligations. One of the most crucial, and often a source of doubts, is traveler registration with the Civil Guard. Complying with these procedures is not only a legal requirement but also contributes to public safety and the smooth operation of your business. In this article, we will break down everything you need to know to comply with traveler registration requirements, optimizing your processes and ensuring peace of mind for both you and your guests.

The essentials

Every tourist accommodation establishment must register guests over 16 years of age.
Information must be sent electronically to the Civil Guard or National Police within a maximum of 24 hours from arrival.
Smart locks and remote check-in greatly simplify this process, ensuring compliance.

Civil Guard Traveler Registration Requirements: The Legal Basis

The obligation to register travelers is not a new measure; it has its roots in Organic Law 4/2015, of March 30, on the protection of public safety, and is developed through Order INT/1922/2003, of July 3. These regulations establish that owners of lodging establishments are obliged to keep a documentary record of the people staying in them.

The main purpose of this measure is crime prevention and the guarantee of public safety. By having a record of who is staying in each establishment, state security forces and bodies can act more efficiently in case of incidents or investigations. Ignoring this obligation can lead to significant penalties, making it essential to understand and correctly apply the Civil Guard traveler registration requirements.

Guest Signature

It is mandatory for every guest over 16 years of age to sign their entry form. This digital or physical signature is proof that they have verified the data and have been informed of the registration.

Deadlines and Communication Methods

Once the entry form has been completed and signed, the information must be communicated to the competent authority. This is where the Civil Guard portal (or the National Police, depending on the geographical area) comes into play. The maximum period for this communication is 24 hours from the guest's check-in time.

The most common and recommended method is electronic communication through the platforms enabled for this purpose. The Civil Guard has the "Hospederías" system and the National Police has the "Webpol" system (in some cities, hotels, etc., they have their own system). It is essential to register in these systems beforehand to be able to access and send the forms securely.

Platform registration. Contact the nearest Civil Guard Command or National Police Station to your accommodation to apply for registration as a lodging establishment. They will provide you with a username and password.

System access. Once registered, access the web portal (Hospederías or Webpol) with your credentials.

Data entry. Fill in the details of each guest in the electronic form, as they appear on the entry forms.

Submission. Send the data before 24 hours have passed since the guest's arrival. The system will generate a receipt or proof of submission that you must keep.

Although electronic communication is standard, in exceptional circumstances (technical failures, rural areas without connection), physical delivery of the forms to the Command or Police Station might be allowed. However, this should be an exception and always after consulting with the authority.

Digitalization and Automation of Traveler Registration with Raixer

Manually managing entry forms and then transcribing them to the security forces' platforms can be a tedious, error-prone, and time-consuming process. This is where technology, and particularly smart locks and remote check-in systems, offer an efficient solution.

Raixer, as a specialist in smart locks and access control systems, understands the needs of hosts and managers of tourist accommodations. Our products are designed to integrate with management solutions that simplify compliance with these legal requirements.

Online check-in. Guests can complete and digitally sign their entry forms before arrival, directly from their mobile device.
Automated submission. Platforms integrated with Raixer can automatically process and send data to the Civil Guard or National Police, eliminating manual transcription.
Document validation. Some solutions allow identity verification of the guest through document scanning and facial recognition, adding an extra layer of security.
Report generation. Access to organized digital guest history and records, facilitating future inquiries or inspections.

Our smart locks, such as the Raixer Mini or the Raixer Pro, integrate seamlessly with these automatic remote check-in systems. The process would be as follows:

Booking and pre-check-in. The guest books and receives a link for online check-in.
Data registration. They complete the digital registration form, attach a photo of their ID document, and sign electronically.
Verification and submission. The system verifies the data and automatically sends it to the security forces' platform within the legal timeframe.
Automatic access. Once registration is verified, an access code or virtual key for the Raixer smart lock is generated and sent to the guest.

This system not only guarantees compliance with Civil Guard traveler registration requirements but also enhances the guest experience by offering quick, wait-free check-in, and optimizes management for the host.

Retention of Forms

Entry forms, whether physical or digital (electronically signed), must be kept for a period of at least three years and made available to the authorities.

Implications of Non-Compliance

Failure to comply with the traveler registration obligation can lead to significant financial penalties. The Organic Law on Citizen Security classifies these infractions as serious, with fines that can range from hundreds to thousands of euros. In addition to fines, the establishment's reputation can be seriously affected.

Beyond sanctions, not having proper guest registration can cause problems in case of security incidents, thefts, or any other altercations. The lack of information can hinder the work of authorities and, ultimately, harm the security of the property and the guests themselves.

The peace of mind of rigorous regulatory compliance is a fundamental pillar for the success and sustainability of any tourist accommodation.

Additional Considerations and Tips

Data Protection (GDPR)

When collecting personal data from guests, it is imperative to comply with the General Data Protection Regulation (GDPR). Information must be treated with utmost confidentiality, stored securely, and used only for the purposes for which it was collected (police registration). It is advisable to inform guests about the purpose of the registration and their rights of access, rectification, cancellation, and opposition (ARCO rights).

Accommodation Location

It is important to remember that the obligation to register travelers applies throughout Spanish territory, although the competent authority for registration may vary slightly. In most rural areas and smaller towns, the authority is the Civil Guard. In large cities and provincial capitals, it is usually the National Police. Always verify which authority you need to contact.

Constant Updating

Tourism and security regulations can change. It is advisable to always stay informed of any legislative changes that may affect registration requirements. Your sectoral associations or the tourism bodies of your autonomous community are usually good sources of updated information.

At Raixer, we understand the complexity of managing tourist accommodation. That is why our smart access solutions not only provide convenience and security but also act as facilitators for regulatory compliance. With a Raixer access control system, integrated with management platforms, Civil Guard traveler registration requirements cease to be a burden and become a fluid and automated process.

Frequently Asked Questions

Is it mandatory to register all guests?

Yes, it is mandatory to register all guests over 16 years of age, regardless of their nationality or the duration of their stay.

What happens if a guest refuses to provide their identification details?

As a host, you have an obligation to request the data. If a guest refuses to provide them, you should not allow them to stay, as otherwise, you would be breaking the law and could be penalized.

Can photocopies of ID cards or passports be used?

No. The regulations require the presentation of the original, valid document. However, with current online check-in systems, the document can be scanned or photographed and its validity verified through specialized software.

How long should I keep the entry forms?

Entry forms must be kept for a minimum period of three years, available to the state security forces and bodies.

What advantages does a Raixer smart lock offer me for this process?

Raixer smart locks facilitate remote and secure check-in. By integrating with accommodation management platforms, they allow guests to complete online registration, sign digitally, and once completed, receive automated access to the property. This streamlines compliance with registration requirements and improves the guest experience.