New SES Law: What does it consist of and how does it affect your hotel?
The recent entry into force of the SES Hospedajes Law represents a significant change in the way tourist accommodation must manage and report information to the authorities. This regulation, designed to increase the security and traceability of data, establishes new obligations for hotels, tourist flats and other types of accommodation, particularly focusing on the digitisation of registration processes and communication of guest data.
The Royal Decree 933/2001which enters into force on 2 December 2024, establishes clear obligations on the documentary record and information to be handled by all natural or legal persons operating accommodation and motor vehicle rental activities. The main objective is to modernise the sector and ensure compliance with security and privacy standards.
Main obligations and requirements of the SES Hospedajes Law
The new regulation introduces a number of key obligations that tourist accommodations must comply with in order to operate within the legal framework. These include:
- Real-time digital recording: All guest data must be captured and reported in a digital system synchronised with the SES platform.
- Technological integration: It is mandatory that hotel management systems (PMS) are connected to the SES platform for automatic reporting of information.
- Increase in mandatory fields: A greater level of detail is required in the information collected from guests.
- Strengthening data security: Accommodation must implement additional measures to protect sensitive information during storage and transmission.
New mandatory fields for guest information collection
The SES Act imposes greater control over the data that accommodations must collect at different stages of the process, ensuring compliance in all interactions with guests.
Required fields during the creation of reservations:
The following information is now mandatory when making a reservation:
- Host's full name.
- Surname 1: Mandatory for all registrations.
- Telephone, Telephone 2 or Email: At least one of these contact details must be included.
Required fields during check-in:
At check-in, the PMS must capture additional information to ensure that legal requirements are met. Fields include:
- Full name.
- Surname 1 and Surname 2: The latter is mandatory if the document provided is a TIN.
- Type and number of identification document: Compulsory for adults.
- Document support number: Required if NIF or NIE is used.
- Date of birth and full address: Include street, number, municipality, postal code and country.
- Contact details: At least one telephone number or e-mail address should be included.
- Relationship: For minors, it will be necessary to specify the relationship with the main guest.
Required fields by age range
The regulations establish different requirements depending on the age of the guest:
- Over 18 years of age: It is compulsory to register an identification document such as an ID card.
- Children between 14 and 17 years old: An identification document is also required.
- Children under 13 years of age: It is not necessary to register identification documents.
Benefits for tourist establishments
The SES Hospedajes Law represents a significant step forward in the modernisation and regulation of the tourism industry. One of its main benefits is the improvement in the internal management of tourist establishments through digitalisation.
The adoption of technological tools compatible with this regulation allows for greater organisation and operational efficiency, optimising routine processes that could previously have been manual or disjointed.
In addition, the regulation reinforces security in the handling of guest data. With the implementation of more advanced systems, adequate protection of personal information is ensured, aligning with privacy standards and avoiding potential data leakage.
There is also a significant reduction in human error in registration and information management, minimising risk and improving the overall experience for both customers and hotel managers.
Benefits for tourist establishments
Non-compliance with the SES Hospedajes pThis may result in significant penalties for tourist establishments. These consequences mainly take the form of financial penalties which may vary depending on the seriousness of the infringement.
In addition, more serious non-compliance could lead to administrative sanctions, such as temporary suspension of activity, or even legal measures impacting the reputation and operational continuity of the business.
This regulation aims not only to regulate the activities of hotels and accommodation, but also to promote transparency and compliance with standards that benefit both the industry and guests. It is therefore essential that establishments understand the implications of ignoring these provisions and act proactively to comply with the requirements.
Consequences of non-compliance with the law
Non-compliance with the SES Hospedajes pThis may result in significant penalties for tourist establishments. These consequences mainly take the form of financial penalties which may vary depending on the seriousness of the infringement.
In addition, more serious non-compliance could lead to administrative sanctions, such as temporary suspension of activity, or even legal measures impacting the reputation and operational continuity of the business.
This regulation aims not only to regulate the activities of hotels and accommodation, but also to promote transparency and compliance with standards that benefit both the industry and guests. It is therefore essential that establishments understand the implications of ignoring these provisions and act proactively to comply with the requirements.
Comparison with previous regulations
The SES Hospedajes Law marks a significant change from previous regulations, especially in the handling of information and the technology required.
Unlike previous regulations, this law requires greater precision in the data collected from guests, including additional details that were not previously required. This responds to a need for greater traceability and control in the sector.
On the other hand, there has been a considerable evolution in the technological tools required.
Whereas in the past most processes were carried out manually or with basic systems, advanced digital platforms are now required to facilitate the management, recording and transmission of data in real time to regulatory bodies.
Step-by-step guide to complying with the law
Step-by-step guide to complying with the law
- Installation of a compatible system
- Implement a technological system that complies with the standards defined by the SES Hospedajes Law.
- Ensure that the system can record, store and transmit information securely and efficiently.
- Registration on official portals
- Complete the registration process on official platforms to ensure integration between the establishment's systems and government platforms.
- Staff training
- Provide specific training to staff so that they can correctly handle the new technological tools.
- Instruct them in the procedures stipulated for data recording and handling.
- Periodic audits
- Conduct regular reviews of systems and processes to ensure compliance with regulations.
- Identify and correct any operational failures that may jeopardise compliance with the law.