{"id":2589,"date":"2025-02-11T16:28:51","date_gmt":"2025-02-11T15:28:51","guid":{"rendered":"https:\/\/www.civitfun.com\/blog\/?p=2589"},"modified":"2025-02-13T16:23:04","modified_gmt":"2025-02-13T15:23:04","slug":"legal-in-spain-id-hotel","status":"publish","type":"post","link":"https:\/\/www.civitfun.com\/blog\/en\/legal-in-spain-id-hotel\/","title":{"rendered":"Is it legal in Spain to ask for an ID card or passport at the hotel? Regulations &#038; best practices"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Managing personal data during check-in is a crucial aspect for hotels, yet it often raises legal questions, especially in countries such as Spain, which has one of the most restrictive data registration laws in the world.\u00a0\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">With the new rules and regulations, one of the most common concerns among hoteliers in this country is <strong>whether it\u2019s legal to request a guest\u2019s ID or passport during check-in<\/strong> and, more importantly, whether it can be photocopied or scanned.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In this article, we clarify these questions based on <strong>current Spanish regulations<\/strong> and provide best practices to ensure legal compliance while improving guest relations.<\/span><\/p>\n<p>&nbsp;<\/p>\n<h2><b>1. Is it mandatory to request an ID or passport from guests during hotel check-in?<\/b><\/h2>\n<p><b>Yes, Spanish law requires hospitality establishments<\/b><span style=\"font-weight: 400;\"> (hotels, resorts, hostels, campgrounds, etc.) <\/span><b>to identify all their guests<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">There are<\/span><b> two key laws<\/b><span style=\"font-weight: 400;\"> that hoteliers need to be aware of:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Organic Law 4\/2015 on Citizen Security<\/b><span style=\"font-weight: 400;\">, which mandates that hotels must collect certain guest data and report it to authorities. It also outlines penalties for non-compliance with this and other related regulations.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Royal Decree 933\/2021<\/b><span style=\"font-weight: 400;\">, which sets the obligations for guest registration. You can find all the details on compliance and required data in our <\/span><a href=\"https:\/\/www.civitfun.com\/blog\/en\/spanish-royal-decree-guide\/\"><b>Guide to Spanish Royal Decree 933\/2021 and guest registration<\/b><\/a><span style=\"font-weight: 400;\">.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">The collected check-in data must be submitted to the authorities via the <\/span><a href=\"https:\/\/www.civitfun.com\/blog\/en\/ses-hospedajes-guide\/\"><b>SES.HOSPEDAJES<\/b><\/a><b> platform of the Ministry of the Interior<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p>&nbsp;<\/p>\n<h2><b>2. Is it legal to photocopy a guest\u2019s ID in a hotel?<\/b><\/h2>\n<p><b>Photocopying a guest\u2019s ID<\/b><span style=\"font-weight: 400;\"> is not necessary to comply with the regulations and <\/span><b>may violate the<\/b> <b>General Data Protection Regulation (GDPR)<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Hotels are required to <\/span><b>register only the legally required data<\/b><span style=\"font-weight: 400;\">, without keeping a copy of the document.<\/span><\/p>\n<p>&nbsp;<\/p>\n<h2><b>3. Is it legal to scan a guest\u2019s ID in a hotel?<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Scanning an ID using physical scanners or printers may violate the GDPR, as these devices <\/span><b>store a digital image of the identity document<\/b><span style=\"font-weight: 400;\">, which may not be permitted.<\/span><\/p>\n<p><b>Hotels should only extract the legally required data<\/b><span style=\"font-weight: 400;\"> from the document without storing an image or copy, whether in physical (photocopy) or digital format.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, hotels can use <\/span><b>scanning tools<\/b><span style=\"font-weight: 400;\"> that solely extract the necessary legal data to store or autofill the check-in form. These tools streamline the check-in process for guests while ensuring compliance, as <\/span><b>they don\u2019t retain the document\u2019s image<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p>&nbsp;<\/p>\n<h2><b>4. Why hoteliers should avoid photocopying IDs in hotels<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">If a hotel decides to photocopy an ID and store a physical or digital copy, it could face <\/span><b>sanctions for non-compliance with the GDPR<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">There have already been cases where the <\/span><b>Spanish Data Protection Agency (AEPD)<\/b><span style=\"font-weight: 400;\"> has fined establishments for collecting and storing ID document images or data improperly.<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><img fetchpriority=\"high\" decoding=\"async\" class=\"alignnone size-large wp-image-2591\" src=\"https:\/\/www.civitfun.com\/blog\/wp-content\/uploads\/2025\/02\/pasaporte-dni-legal-1-1024x683.jpg\" alt=\"\" width=\"800\" height=\"534\" srcset=\"https:\/\/www.civitfun.com\/blog\/wp-content\/uploads\/2025\/02\/pasaporte-dni-legal-1-1024x683.jpg 1024w, https:\/\/www.civitfun.com\/blog\/wp-content\/uploads\/2025\/02\/pasaporte-dni-legal-1-300x200.jpg 300w, https:\/\/www.civitfun.com\/blog\/wp-content\/uploads\/2025\/02\/pasaporte-dni-legal-1-768x512.jpg 768w, https:\/\/www.civitfun.com\/blog\/wp-content\/uploads\/2025\/02\/pasaporte-dni-legal-1-1536x1024.jpg 1536w, https:\/\/www.civitfun.com\/blog\/wp-content\/uploads\/2025\/02\/pasaporte-dni-legal-1-2048x1365.jpg 2048w\" sizes=\"(max-width: 800px) 100vw, 800px\" \/><\/p>\n<p>&nbsp;<\/p>\n<h2><b>5. Best practices for managing and protecting guest check-in data<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">To comply with guest registration laws, data protection regulations, and ensure a secure experience for guests, hotels should follow these recommendations:<\/span><\/p>\n<p>&nbsp;<\/p>\n<h3><b>1. Digitize the check-in process with management software<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Using an <\/span><a href=\"https:\/\/en.civitfun.com\/products\/check-in\/\"><b>online check-in solution<\/b><\/a><span style=\"font-weight: 400;\"> speeds up the process, ensures compliance, and eliminates risks associated with manual document handling. These tools typically include a digital scanner that only extracts the necessary data without storing physical copies.<\/span><\/p>\n<p>&nbsp;<\/p>\n<h3><b>2. Inform guests about data protection regulations<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">It\u2019s essential to <\/span><b>explain why an ID is requested<\/b><span style=\"font-weight: 400;\"> and how the data is managed. These regulations can cause confusion or distrust among guests if they don\u2019t understand why hotels must collect and verify their information. Providing clear information helps build trust in both the hotel and its staff.<\/span><\/p>\n<p>&nbsp;<\/p>\n<h3><b>3. Avoid photocopying IDs unless legally justified<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">If it is necessary to keep a copy of the document, explicit guest consent must be obtained, and legal justification for storing the copy must be provided. However, this is not recommended due to the reasons explained above.<\/span><\/p>\n<p>&nbsp;<\/p>\n<h2><b>6. Conclusion<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Requesting an ID during hotel check-in in Spain is a legal requirement to collect and verify necessary guest data, but <\/span><b>photocopying it is<\/b> <b>not mandatory<\/b><span style=\"font-weight: 400;\"> in most cases <\/span><b>and may violate data protection laws<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To ensure compliance and enhance the guest experience, the best solution is to <\/span><a href=\"https:\/\/en.civitfun.com\/products\/check-in\/\"><b>digitize the check-in process<\/b><\/a><span style=\"font-weight: 400;\"> and automatically send <\/span><a href=\"https:\/\/en.civitfun.com\/products\/guest-registration\/\"><b>guest registration reports<\/b><\/a> <span style=\"font-weight: 400;\">using secure and efficient tools.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you want to optimize your hotel management and <\/span><b>ensure compliance with Spanish guest registration laws and the GDPR<\/b><span style=\"font-weight: 400;\">, consider implementing <\/span><b>Online Check-in <\/b><span style=\"font-weight: 400;\">by Civitfun at your hotel. This will not only streamline daily operations but also improve guest satisfaction and boost your revenue.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Managing personal data during check-in is a crucial aspect for hotels, yet it often raises legal questions, especially in countries such as Spain, which has one of the most restrictive data registration laws in the world.\u00a0\u00a0 With the new rules and regulations, one of the most common concerns among hoteliers in this country is whether [&hellip;]<\/p>\n","protected":false},"author":3,"featured_media":2585,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"footnotes":""},"categories":[7],"tags":[],"class_list":["post-2589","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-legal-en"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v25.3.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Is it legal in Spain to ask for an ID card or passport at the hotel? 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Regulations &amp; best practices\" \/>\n<meta property=\"og:description\" content=\"Everything you need to know about the legality of asking for your ID card or passport in hotels and if they can be photocopied or scanned\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.civitfun.com\/blog\/en\/legal-in-spain-id-hotel\/\" \/>\n<meta property=\"og:site_name\" content=\"Civitfun\" \/>\n<meta property=\"article:published_time\" content=\"2025-02-11T15:28:51+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2025-02-13T15:23:04+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.civitfun.com\/blog\/wp-content\/uploads\/2025\/02\/pedir-dni-check-in-legal.png\" \/>\n\t<meta property=\"og:image:width\" content=\"1024\" \/>\n\t<meta property=\"og:image:height\" content=\"1024\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/png\" \/>\n<meta name=\"author\" content=\"Silvia Soler\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Escrito por\" \/>\n\t<meta name=\"twitter:data1\" content=\"Silvia Soler\" \/>\n\t<meta name=\"twitter:label2\" content=\"Tiempo de lectura\" \/>\n\t<meta name=\"twitter:data2\" content=\"4 minutos\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/www.civitfun.com\/blog\/en\/legal-in-spain-id-hotel\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/www.civitfun.com\/blog\/en\/legal-in-spain-id-hotel\/\"},\"author\":{\"name\":\"Silvia Soler\",\"@id\":\"https:\/\/www.civitfun.com\/blog\/#\/schema\/person\/b14172a1a96cdcfcc8544ef3d9673e67\"},\"headline\":\"Is it legal in Spain to ask for an ID card or passport at the hotel? 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