Guest registration in Mallorca: RD 933/2021, guidance, costs and the digital solution

Anyone letting a holiday apartment, finca or villa in Spain must submit booking and guest data electronically to the Spanish Ministry of the Interior. SES.Hospedajes is the official platform for this purpose. The obligation applies not only to hotels, but generally also to private holiday-let owners, apartments and other tourist accommodation.

Guest registration does not begin only when travellers arrive. A booking, contract or cancellation may trigger its own notification; the traveller report follows when the stay begins. Each notification must be submitted without delay and no later than 24 hours after the relevant event. Changes to information already submitted may require a further notification.

With bookings made through Airbnb, Booking.com or another intermediary, owners should not simply assume that all their own obligations have been met. What matters is their precise role and direct contractual relationship with the guest.

Registering with the government platform is free, but it takes preparation. For owners who do not live permanently in Spain, obtaining a digital certificate or Cl@ve access and registering each property correctly are often the first hurdles.

For every booking, all legally required details for every traveller must then be complete and accurate. Depending on the guest, these include their name, date of birth, nationality, document type and number, country of issue, home address and stay details. The operator remains responsible for accuracy.

SES.Hospedajes does not charge a fee. The work behind it still takes time: informing guests, requesting data and documents, checking details, chasing missing travellers, processing changes, submitting reports and documenting the process.

A simple example shows the scale: 60 bookings a year at just 30 minutes each amount to 30 hours. At a notional value of €25 per hour, that is €750 a year; at one hour per booking, it rises to €1,500. Queries and last-minute changes are not yet included.

The fields themselves are rarely the greatest drain on time. More often, one traveller is missing, a document is unreadable, the registration link has been overlooked or actual occupancy differs from the booking. Across several properties, this quickly becomes a substantial administrative process.

The AEPD, Spain’s data protection authority, is clear: the reporting duty under RD 933/2021 does not authorise accommodation providers to request or retain complete identity-document copies. An identity document contains more data than the law requires, and a submitted copy does not reliably prove who sent it.

A modern document scan can be compliant when it extracts only the legally required fields from the outset. The image may be processed temporarily and must then be discarded immediately. That is how vivo360 works: guests review the extracted details themselves; no identity images are stored, only the required registration data and submission records.

This protects guests from unnecessary document copies and protects hosts from having to manage and secure highly sensitive image files.

vivo360 treats guest registration not as an isolated government task, but as part of the complete holiday-let process. Booking, personal registration link, completeness checks, payment, submission to SES.Hospedajes and documentation all work together.

If the number of guests changes, the host sees one clear task instead of scattered messages. They can confirm the discrepancy or request a correction; the guest completes the next step in their personal area. Status and deadlines remain visible throughout.

Software alone cannot resolve every exceptional case. That is why vivo360 combines the digital workflow with personal support in Mallorca — from initial setup and technical questions to ongoing assistance.