How to Register Travellers in National Police Lodgings: WEBPOL

In Spain, every tourist accommodation is legally required to register all guests and report their details to the competent security authorities. This obligation applies to owners of holiday rentals, hotels, rural houses, campsites, hostels and even individuals who occasionally rent their home.

Legal basis and national platform (SES.HOSPEDAJES)

The guest‑registration duty is based on two key rules:

• Organic Law 4/2015 on Citizen Security, which requires lodging providers to identify guests and keep a traceable record.
• Order INT/1922/2003, which originally defined the “parte de viajeros” (Guest Form) model and its basic data fields.

Royal Decree 933/2021 modernises this framework by:

• Expanding the number of data points to be collected from guests (identity, address, contact details, relationship between guests, payment information, etc.).
• Requiring that this information be stored in an electronic register for at least 3 years after the end of the stay.
• Making the new national platform SES.HOSPEDAJES the standard way to communicate guest data to the Ministry of the Interior, except in regions that keep their own police systems (Mossos d’Esquadra in Catalonia and Ertzaintza in the Basque Country).

From WEBPOL and Guardia Civil hospederías to SES.HOSPEDAJES

Until now, owners under the jurisdiction of the National Police used the WEBPOL/e‑Hotel system, while those in Guardia Civil areas used their Hospederías system. Under Royal Decree 933/2021:

• Guest data for most of Spain must be sent through SES.HOSPEDAJES.
• WEBPOL and Guardia Civil Hospederías are being phased out and only persist as residual tools in certain cases during the transition.
• Catalonia (Mossos d’Esquadra) and the Basque Country (Ertzaintza) continue using their own platforms, which are being updated to match the new legal data requirements and then forward data to the central system.

Legacy WEBPOL registration (National Police)

Where WEBPOL is still accepted or for historical reference, the registration process for a property under National Police jurisdiction typically works as follows:

1. The owner or manager goes in person to the nearest National Police station with:
   • An official ID (DNI/NIE/passport).
   • A responsible declaration of the activity (proof that the dwelling is used for tourist accommodation).
   • The title to the property (deed) or a management contract if acting on behalf of the owner.
2. Once validated, the police create an account in the system, so the host can log into the WEBPOL/e‑Hotel environment.
3. From there, the host can:
   • Record each guest using direct data entry forms (“Grabación Directa de Registros”), or
   • Upload batch files containing multiple guest entries.

Data to collect in the Guest Form

Under the classic Order INT/1922/2003, the Guest Form included at least:

• Document number.
• Type of document (DNI, NIE, passport, etc.).
• Date of issue.
• First name.
• First surname.
• Second surname (for Spanish nationals).
• Sex.
• Date of birth.
• Country of nationality.
• Date of entry.

Royal Decree 933/2021 adds further mandatory information such as:

• Usual home address (street, city, country).
• Contact details (email and phone number).
• Role of the guest (contract holder or accompanying traveler).
• Relationship between guests (family, group, etc.).
• Basic contract data: reference number, date the booking was made, dates of arrival and departure, number of guests and method of payment.

Guest register book and retention

Regardless of whether data is sent via WEBPOL, SES.HOSPEDAJES or regional systems, every tourist accommodation must maintain a guest register. Key rules include:

• The Guest Forms must be filed in a register book (physical or digital) of between 100 and 500 pages.
• The register must be kept for at least 3 years from the end of the stays.
• No Guest Form can be pre‑filled before the guest actually arrives; entries must be completed “on site” to avoid registering no‑shows.

Deadlines to submit Guest Forms

The general rule is that guest data must be sent to the corresponding security force:

• Before the guest’s arrival or, in practical terms,
• Within 24 hours after check‑in at the latest.

Some legacy texts mention in‑person delivery of forms at police stations; where electronic systems are in place, secure telematic submission is preferred and often mandatory.

Sanctions for failing to register guests

Failing to register guests or doing so incorrectly is considered a breach of citizen‑security regulations and may carry significant penalties:

• Minor offences: fines typically in the range of 100 € to 600 € for delays, incomplete data or isolated oversights.
• Serious offences: fines from around 601 € up to 30,000 € for not registering guests at all, repeated non‑compliance, or wilful concealment of activity.

Beyond monetary fines, serious or repeated breaches can lead to:

• Administrative proceedings and potential closure of the establishment.
• Additional scrutiny from the tax authorities if the lack of guest registration suggests undeclared or illegal tourist activity.

Why automation tools are recommended

Because the new rules require more data, stricter deadlines and long‑term retention, many hosts use specialised guest‑registration software (such as Check‑in Scan or similar tools) to:

• Capture guest data digitally (including ID scanning).
• Generate Guest Forms in the format required by SES.HOSPEDAJES or the local police platforms.
• Submit forms automatically within the legal timeframe.
• Maintain a compliant digital guest register for at least three years.

This reduces the risk of errors, avoids duplicate work between different systems and significantly lowers the likelihood of sanctions due to missing or late registrations.