BookCheckin frequently asked questions

SES Hospedajes is the Spanish Ministry of the Interior platform through which every tourist accommodation in Spain — hotels, apartments, rural houses, guesthouses — reports its guests’ data. It has been mandatory since Royal Decree 933/2021. BookCheckin collects that data and submits it for you automatically.

The regulation requires the data to be reported within 24 hours of the guest’s arrival. BookCheckin does it automatically as soon as the guest completes online check-in, so the report is filed on time without you having to remember it.

Royal Decree 933/2021 governs the documentary and computerised registration obligations of accommodation providers and vehicle-rental companies. It applies to hotels, tourist apartments, rural houses, campsites, guesthouses and vacation-rental managers. It defines which data must be collected, how long to keep it and how to report it.

RD 933/2021 sets a retention period of three years from the end of the service. After that, the data must be deleted — keeping it indefinitely is not GDPR-compliant. BookCheckin stores the data encrypted for the legal period and keeps no image of the document.

Failing to report the data, filing it after the 24-hour window, or filing it incomplete is an administrative infringement sanctionable under Organic Law 4/2015 on public safety. Automating the submission is the safest way to always file on time and to keep the receipt for each batch in case of an inspection.

BookCheckin files traveller reports with SES Hospedajes, the national Ministry of the Interior system. Catalonia and the Basque Country keep their own registries, run by the Mossos d’Esquadra and the Ertzaintza, which we do not currently submit to automatically. For properties there, BookCheckin still digitises guest data collection, document scanning, and signature — you then file the report in the corresponding regional system.

No. BookCheckin integrates only with the national SES Hospedajes system. We do not submit automatically to the regional registries of the Mossos d’Esquadra (Catalonia) or the Ertzaintza (Basque Country). If your property is in one of those regions, we warn you when you add it and, for now, we do not support filing in that region.

Yes, to digitise check-in. BookCheckin collects the guest’s data, scans their document and captures their signature just as in the rest of Spain. The difference is that in those two regions you file the report with the regional system yourself; everywhere else, BookCheckin files it automatically with SES Hospedajes.

The guest photographs their document with their phone and our AI engine automatically extracts the name, surnames, document number, nationality, date of birth and expiry date. The guest reviews the data and signs, with no manual typing. It is OCR scanning — reading the data printed on the document.

No. BookCheckin uses no facial recognition and no biometric verification of any kind. The system only reads the data printed on the document via OCR to fill in the traveller report; it does not compare faces or process the guest’s biometric data.

No. BookCheckin extracts the fields the law requires and discards the document image after processing: we store no photocopies or photographs of the DNI, NIE or passport. The Spanish Data Protection Agency has warned that keeping copies of identity documents is excessive data collection under the GDPR; our flow is designed to avoid it.

Yes. BookCheckin complies with the General Data Protection Regulation. Data is stored encrypted on servers located in the European Union and kept only for the legally required period. We act as data processor: responsibility before the authorities remains with the accommodation owner.

On servers located in the European Union, always encrypted. We do not transfer your guests’ data outside the European Economic Area, and it is retained only for as long as the regulation requires.

BookCheckin has three plans, priced per property per month: Basic (€3), Pro (€5) and Business (€7). You can start with a single property and, from 4 properties up, the per-property price drops automatically. There is no setup fee and no lock-in.

3 months completely free — then 30% off for 4 months. You add your card when you sign up, but nothing is charged during the trial and you can cancel anytime from your dashboard.

No. We require no property or unit minimum: you can register a single home, apartment or room and grow whenever you need to. You can also cancel at any time.

No. You pay a flat rate per property per month whether you run 2 check-ins or 200. We charge no fees per guest, per filed report, or on any guest payment.

Yes. The Pro plan includes native integrations with Amenitiz, Cloudbeds and Hostaway. When a reservation lands in your PMS, BookCheckin automatically sends the check-in link to the guest, so you never have to create it by hand.

Yes. In addition to PMS platforms, BookCheckin syncs Booking.com and Airbnb reservations, so every new booking triggers the check-in link to the guest and the data-collection flow starts on its own.

Yes, on the Business plan. BookCheckin generates a unique virtual key for each guest and sends it once check-in is successfully completed, removing in-person key handovers. It is compatible with Nuki, TTLock and Igloohome locks.