SES.Hospedajes 2026: Complete Guide — Regulations, Fines and How to Automate It
If you manage a holiday rental in Spain, the mandatory traveller registration at SES.Hospedajes can cost you up to €30,000 if you get it wrong. Here is everything you need to know and how to fully automate it.
📋 In this article you will learn:
- • What SES.Hospedajes is and why it replaced Webpol and the Guardia Civil
- • The 30+ data fields now required by the Ministry (including payment method)
- • Real fines: from €100 to €30,000 depending on the infraction
- • Why asking for ID photos via WhatsApp is illegal (GDPR)
- • How to automate the complete submission with Gotocheck
What is SES.Hospedajes?
SES.Hospedajes is the new electronic system developed by the Spanish Ministry of the Interior for communicating guest data at tourist accommodation establishments. It unifies and modernises the check-in report process that was previously carried out manually or through local systems.
Key features:
- Unified national system: Replaces the individual systems of each autonomous community
- Automatic submission: Allows integration with hotel management software
- Real-time: Data is sent immediately after check-in
- Legal compliance: Guarantees compliance with current regulations
The difference from the old Police and Guardia Civil system
Until relatively recently, hosts submitted traveller reports through separate systems depending on the police force responsible for their area:
- Webpol (Policía Nacional) — for areas under Policía Nacional jurisdiction
- Guardia Civil Hospederías — for municipalities under Guardia Civil jurisdiction
- Regional police forces — Mossos d'Esquadra in Catalonia, Ertzaintza in the Basque Country
That system is completely obsolete. Since Royal Decree 933/2021 came into force, all information must be submitted to the new centralised system SES.Hospedajes, which reports directly to the Ministry of the Interior and requires a much greater volume of data.
⚠️ If you are still using Webpol or the Guardia Civil systems, you are not complying with current regulations. The only valid system since 2023 is SES.Hospedajes.
Who must use SES.Hospedajes?
All tourist accommodation establishments in Spain are required to use this system:
✅ Mandatory for:
- • Hotels and guesthouses
- • Holiday apartments
- • Rural houses
- • Campsites
- • Hostels
- • Boarding houses
⚠️ Exceptions:
- • Rentals under 30 days (in some regions)
- • Non-tourist establishments
- • Long-term rentals
What data must be submitted to the Ministry of the Interior?
This is where the manual process becomes a nightmare. Name and ID are no longer enough. Regulations require collecting more than 30 fields of information, divided into blocks:
🪪 Identity data:
- • First and last name(s)
- • Gender
- • Date of birth
- • Nationality
- • Document type and number
- • Document issue date
📅 Transaction data:
- • Email and mobile phone
- • Booking date
- • Check-in and check-out dates
- • Number of guests
- • Country and postcode of residence
💳 Payment data (new):
- • Payment method (card, transfer, cash…)
- • Payment method holder
- • Date payment was made
This block is the least known and surprises most property owners.
Deadlines and penalties
⏰ Key deadlines:
- Data submission: Maximum 24 hours after check-in
- Mandatory implementation: Already in force since January 2025
- Transition period: Ended
Penalties for non-compliance:
| Infraction type | Fine | Examples |
|---|---|---|
| Minor | €100 – €600 | Delays in submission, typos in data |
| Serious | €601 – €30,000 | Failure to register travellers, not keeping reports for 3 years, missing documentation |
How to register in SES.Hospedajes step by step (manual method)
If you decide to do it manually, this is what it involves every time you receive a guest:
- Access the Ministry of the Interior electronic portal with your Digital Certificate or Cl@ve.
- Ask your guests (often tired after travelling) to hand over their ID or passport in person.
- Ask them for their email, phone and how they paid for the booking.
- Fill in manually, field by field, the Ministry form with 30+ required fields.
- Repeat this process for every person over 14 years old with each new arrival.
With multiple properties or during high season, this can mean hours of administrative work per week — with the added risk of a missed entry or error leading to a fine.
How to automate with Gotocheck
Gotocheck integrates directly with SES.Hospedajes to fully automate the process:
Online check-in
The guest fills in their details from their mobile
Automatic validation
The system verifies and validates all data
Submission to SES.Hospedajes
Data is automatically sent to the authorities
Benefits of automation:
- Guaranteed compliance: You never forget to submit the data
- Time savings: Eliminates manual data entry work
- Error reduction: Data is validated automatically
- Full traceability: Complete history of all submissions
- 24/7 support: Technical assistance when you need it
Frequently asked questions
Do minors also need to be registered?
Yes. Although children under 14 are not required to carry ID, their basic details must be included in the traveller report and linked to the responsible adult. Gotocheck makes this family link intuitive during online check-in.
How long must I keep traveller reports?
Regulations require keeping registration records (with the guest's signature) for 3 years. When using Gotocheck, all documents are automatically generated and stored in the cloud, ready to download if you receive an inspection.
Can I use WhatsApp to request ID photos?
It is a widespread practice but legally risky. Storing ID photos in your personal phone gallery exposes you to fines from the Spanish Data Protection Agency (GDPR). The legal approach is to use an encrypted check-in gateway with the appropriate security protocols, like Gotocheck.
What if my current PMS is not compatible with SES.Hospedajes?
Gotocheck can work independently of your current PMS or integrate with most existing systems. We also offer CSV import.
What documents does the system accept?
National ID, NIE, passport and other official identity documents. The system automatically validates the format of each document type.
Ready to automate your legal compliance?
Gotocheck takes care of the entire SES.Hospedajes submission process automatically.
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