Recent legislation introduced by the Real Decreto of 2021, implementing Ley Orgánica 4/2015, has updated the obligations for owners of vacation homes and tourist accommodations in Spain. These changes are intended to ensure public safety, prevent criminal activity, and strengthen fiscal control in the hospitality sector.
Below is a practical guide for vacation rental owners to comply with the regulations and avoid heavy penalties.
1. Mandatory Facility Registration.
All vacation rental owners must register their business and obtain a Vivienda Vacacional License, which is mandatory to operate legally. This license is the first step in ensuring that your business complies with the law.
How we can help: If you have not yet registered your facility, we offer a quick and professional service to obtain your vivienda vacacional license in less than 48 hours. Contact us to start the process right away.
2. Registration on the SES.HOSPEDAJES Platform.
The regulations require all vacation rentals to be registered on the SES.HOSPEDAJES digital platform, which centralizes the collection and transmission of guest data to the authorities.
Registration requirements:
Owner’s name or business name.
Tax identification number (NIF or CIF).
Full address of the facility, including zip code.
Contacts: telephone, email, and, if present, the facility’s website.
Registration advice:
To complete the registration without any problems, we recommend that you use a digital certificate. This tool simplifies the process of accessing the SES.HOSPEDAJES platform and provides greater security in data transmission.
How we can help you:
If you do not yet have a digital certificate, we offer a paid service to help you get one quickly. Our team will take care of the entire process, making sure your certificate is set up and ready to go. Contact us for more information!
3. Collection and Registration of Guest Data
Every vacation home owner must collect a set of mandatory data for each guest staying at the facility. These data include:
Guest information:
- First name, last name, gender, and date of birth.
- Type and number of identity document (DNI, passport, TIE).
- Number of soporte for Spanish residents.
- Full residential address (street, zip code, city, country).
- Phone number and/or email.
- Relationship in case of children under 16 years of age.
Reservation information:
- Reservation reference number.
- Date of entry and exit.
- Type of payment made (cash, card, wire transfer) and details about the payment method (IBAN, card number, etc.).
Parte de entrada:
- Spanish guests over the age of 14 must sign the parte de viajeros, as required by regulations.
- For children under the age of 14, registration is mandatory, but the signature must be provided by the accompanying person.
How we can help you:
We can take care of the collection and recording of all mandatory data, but only if you entrust us with the exclusive management of your property. With our management, we will ensure that every detail is handled properly, complying with all applicable regulations. Contact us to discuss management options and receive comprehensive and professional support.
4. Management of Reservations and Notification of Cancellations
Legislation requires stricter control over reservations made.
Reservations from OTA portals (Booking, Airbnb, etc.):
- These portals are obliged to transmit all reservations, including cancelled ones, to the authorities.
- When guests arrive, the owner must complete registration on the SES.HOSPEDAJES platform.
Direct reservations:
- If a customer books outside of a platform, it is mandatory:
- Create a written contract between the parties, with a reference number.
- Register the reservation on the platform.
- Complete guest registration upon arrival.
- Issue invoice on behalf to the guest who stayed
Cancellations:
– If a direct booking is cancelled, it is mandatory to notify the platform within 24 hours.
How we can help you:
To avoid mistakes or delays that could lead to penalties, you can directly entrust us with the management of your property. With our management service, we will take care of:
Monitor and manage all reservations.
Transmit the required data in a timely manner.
Communicate any cancellations.
By entrusting us with the management of your property, you will be assured that every procedure will be carried out in accordance with current regulations, minimizing the risk of penalties. Contact us to receive more details about our exclusive management service!
5. Data Retention
All data collected must be kept in a computerized register for a minimum period of 3 years, as required by the regulations. This register must be updated regularly and kept available for possible inspection by the relevant authorities.
Obligations of the owner:
- Ensure that data are stored in a secure and accessible manner.
- Use appropriate computer systems to comply with the requirements of the regulations.
- Ensure the protection of personal data in accordance with applicable laws.
How we can help you:
If you entrust your property to us for management, we will take care of data storage in a compliant and secure manner. We use advanced systems to ensure that every piece of information is protected and available in case of audits, freeing you from any worries related to managing the mandatory registry. Contact us to find out how we can simplify your property management!
6. Penalties for Noncompliance
The regulations provide significant penalties for noncompliance:
- Serious infractions:
- Lack of documentary record.
- Omission of mandatory communications.
- Penalties of up to €30,000.
- Minor infractions:
- Errors in data compilation.
- Delays in communication.
- Penalties of up to €600.
How we can help you:
We monitor all procedures to prevent you from incurring penalties, making sure that every aspect of the regulations is complied with.
7. Security and Data Protection
Personal data collected must be processed in accordance with data protection regulations, which include:
European RGPD (General Data Protection Regulation).
Spanish LOPDGDD (Ley Orgánica de Protección de Datos y Garantía de Derechos Digitales).
These regulations govern the processing of personal data to ensure that it is used exclusively by the relevant authorities, such as the Security Forces and Corps, for purposes of preventing, investigating and combating crime. Every owner is obliged to comply with these laws by taking appropriate measures for the proper storage, security and handling of personal data.
How we can help you:
We offer a dedicated fee-based service to help you implement all measures required by the RGPD and LOPDGDD regulations, ensuring that your data management is compliant and secure. We provide you with tailored solutions to ensure the protection of your business’ data and to avoid penalties related to any irregularities.
Contact us for more information or to avail yourself of our professional support!
This legislation is an important step toward greater security and transparency in the tourism sector in Spain. For vacation rental owners, it is essential to adapt quickly to the new rules to avoid penalties and ensure professional management of their business.
Contact us today for assistance in registering your facility, managing guest data and regulatory compliance. With our support, you can run your business safely, easily and professionally.
Complete Management of Your Property: A Professional Service to Ensure Compliance and Profitability
If you own a property intended for tourist rental and wish to maximize its yield without dealing with the complexities of management, our real estate agency offers a complete management service. We take care of every aspect, from compliance with new regulations to the day-to-day care of the property, allowing you to get maximum profit with peace of mind.
What does our comprehensive management service include?
- Compliance with Applicable Regulations
- We ensure that your property complies with all laws and regulations, including the new guest registration and city safety regulations.
- We manage for you the obtaining of the vivienda vacacional license, the registration on the SES.HOSPEDAJES platform, and the collection and transmission of the required data.
- We keep mandatory data in a compliant and secure manner, ensuring the protection of guests’ personal information.
- Real Estate Tax Management
-
- We take care of the tax management of your property, ensuring the timely and correct payment of taxes, as required by Spanish regulations.
- We prepare and file mandatory tax forms for you, such as Form 210 for nonresidents and Form 420 for income generated from tourism activity.
- We ensure that your business is tax compliant, avoiding penalties and streamlining the management of tax obligations.
- Guest Search and Management
-
- We promote your property on major booking portals (Booking, Airbnb, VRBO, etc.), optimizing its visibility to attract the most guests.
- We manage reservations and cancellations in real time, ensuring transparency and legal compliance.
- We check-in and check-out guests, taking care of the entire process, from collecting documents to signing the parte de viajeros.
- Property Maintenance and Care
-
- We arrange routine and extraordinary maintenance work, making sure your property is always in perfect condition.
- We collaborate with professional teams to promptly solve any technical or structural problems.
- Cleaning and Preparation
-
- We take care of professional cleaning of the property after each stay, ensuring high standards to meet guests’ expectations.
- We prepare the property with attention to detail, making sure it is always welcoming and ready for the next guest.
- Revenue Monitoring
-
- We provide you with detailed and transparent reports on bookings and payments, ensuring you have complete control over the earnings generated by the property.
- We handle all payments and ensure timely processing of transactions.
Why choose our real estate agency?
- Established experience: We are professionals in the property management industry, with years of experience in managing tourist properties.
- Focus on profitability: We work to maximize your revenue by optimizing rates, handling marketing, and managing reservations efficiently.
- Zero stress for the owner: You won’t have to worry about anything. We take care of every aspect of management, including tax obligations, while you enjoy the economic benefits generated by your property.
How to get started?
Contact us today for a personalized consultation. We will analyze your property and propose a comprehensive management plan tailored to your needs. With our service, you will be sure to comply with regulations, have impeccable fiscal management, and make the most of your real estate investment.
Don’t wait: turn your property into a stable and secure source of income by entrusting it to our experts!
Daniele Piccoli +34 635632009 +39 3518711203